University of northern Colorado Student Employment Training 2023-

University of northern Colorado Student Employment Training 2023-

Today's Agenda Student Employment Huma n Resou Center for Career Readiness Payr oll

Student employee - Defined A student who is enrolled in courses at the University of Northern Colorado and is either: (a) awarded federal or state work-study as part of a financial aid package; (b) awarded a graduate assistantship; or (c) has been hired directly by a department

Types of UNc Student Employment Non-Work-Study Hourly Provides on-campus employment opportunities to students that do not require work-study funding. Positions are funded by individual on-campus budgets. Students may work when their enrollment is less than part-time. Students taking less than 6 credits during the academic year or 3 credits during the summer, are subjected to Medicare and Student Retirement unless they are an international exempt student. Medicare: 1.45% Student Retirement: 7.5% Student Salary Funded 100% through the department budget. Salaried positions are used to pay a student to do a job and not specifically track their time.

Types of UNc Student Employment Graduate and Teaching Assistantships Students enrolled in a UNC graduate program may apply for graduate or teaching assistantships to assist in covering educational costs. Applications for the assistantships are available through UNC's Graduate School. UNC Graduate School (970) 351-2396 [email protected]

Types of UNc Student Employment International Student Employees It is dependent on the type of visa status the student has obtained. F-1 Visa: Can work up to 20 hours per week on-campus as long as school is in session, and they are considered a valid student. F-2 Visa: Students with this visa cannot work on- or off-campus in any capacity. J-1 Visa: Students must have written permission from the Office of Global Engagement for all campus employment, regardless of hours or vacation periods. J-2 Visa: Students must have an I-766 Employment Authorization Document for ANY employment and must follow the hour restrictions on the I-766 Form. Office of Global Engagement (970) 351-2396 [email protected]

Types of UNc Student Employment Student Work-Study (Colorado State / Federal – Hourly Employment) Work-study positions, wages are subsidized through a student’s financial aid award. Cannot discriminate in hiring State vs Federal funding Work-study funding can be TYPE decreased if other need-based financial aid is WORK-STUDY % Paid by Employer received. Colorado State Work-Study 0% Colorado No-Need Work-Study 0% Federal Work-Study 0%

Work-study in depth Awarded to students based on their eligibility determined by the Free Application for Federal Student Aid (FAFSA) or the Colorado Application for State Financial Aid (CASFA) along with other financial aid criteria. Funding is available to both undergraduate and graduate students Graduate students are not automatically awarded work-study funding but can be manually awarded. Eligible students will receive a work-study award for the Fall/Spring semester (August-May) of a given academic year. Typically awarded in March-May for the upcoming academic year.

off-campus work-study Work-study positions can be located in the community with eligible local non-profit and community-based organizations. A Non-Profit or Government Agency Engaged in community enhancing work Agrees to the terms set forth in the Off-Campus Work-Study Contract Students who work for our off-campus partners are awarded Federal Work-Study funding (FE71 or FE77).

student employment Eligibility Enrolled & Admitted Fall/Spring Non-Work-Study – 6 Credit Hours* Work-Study – 12 Credit Hours Undergraduate / 9 Credit Hours Graduate Can work during summer break as a non-work-study or salary employee. Can not work more than 40 hours a week or 12 hours a day, as they are intended to be part-time employees. *Students taking less than 6 credits (3 credits summer) are subject to Medicare/Student Retirement withholdings.

student employment Eligibility continued Must be degree-seeking May be employed August 16ᵗʰ through May 15ᵗʰ (SM17, 2023 – SM10, 2024) Are required to meet Satisfactory Academic Progress (SAP). 2.0 cumulative GPA – Passing 67% of classes – Not have 0% completion Cannot volunteer in the same position after funds are exhausted or revoked. Work-Study funds may be awarded to students Who has financial need per FAFSA/CASFA. Met the priority deadline for submitting their FAFSA/ CASFA (March

student employment periods Hourly Employees (Work-Study and Non-Work-Study) Academic Year (August to May) Can begin as early as August 16th of each academic year. Job must end by May 15th of each academic year. Summer (May to August) Students are unable to use Work-Study funding during the summer semester. Can begin working from May 16th to August 15th. Salaried Employees Academic Year (August to May) Can begin as early as August 1st of each academic year. However, the job must end by May 31st of each academic year. Summer Can begin as early as May 1st through August 31st.

work-study waitlist The Work-Study Waitlist is for eligible students who did not initially receive work-study funding on their financial aid award letter. Can also be used to request additional funding when a student has exceeded their initial allocation. Waitlist requests will not be reviewed until mid-September at the very earliest for the academic year. Awarding is based on allocation spending levels. Awards are made on a first-come, first-served basis.

work-study waitlist Students can check their URSA account for a status update regarding their request. Once processed, the student will receive an email to their Bearmail account. Students who request additional funding will not be reviewed until they are close to exceeding or have exceeded their allocation. The Work-Study Waitlist can be found on the Office of Financial Aid's website. UNCO.edu/OFA Types of Aid Work-Study & Student Employmen t WorkStudy Waitlist

annual job fair UNC welcomes both on-campus and off-campus employers to connect with students who are looking for part-time opportunities. Held within the first week of the Fall semester and is open to both graduate and undergraduate students. Friday, Augustto25th Employers can utilize the opportunity take applications, conduct interviews, and may even extend job offers to students at the fair.

Hiring checklist Verify student status and type of employment Complete the I-9, W-4, and Direct Deposit Authorization for new students or students who have not worked in the last 12 months. Create the student's Electronic Personal Approval Form (EPAF)

Hiring Students Handshake Helps us align as a University Equal Job Opportunity Consistency – Job descriptions on file Start the hiring process earlier for the 2023-2024 Academic Year A School must (FSA HB, 2023-2024, Vol 6 – Chap 2) Make jobs reasonably available to all eligible students. To the extent practicable, provide jobs that complement and reinforce each recipient’s educational program or career goals. Not use federal work-study funding to displace employees.

Confirming Work-Study Awards Handshake identifies applicants with work-study awards Real time Student award letter (In URSA on the Financial Tab) Insight Report: AID097 – Work-Study Award Information The report is only available on select private tabs in Insight due to personable identifying information.

Insight Report AID097 - Work-Study Award Information Fund amount Balance

i-9 information New student employees must complete new hire paperwork with their new department. The Student Employment department DOES NOT complete this paperwork. These forms expire after a student has been unemployed for at least a year. If a student has an expired I-9, they must complete a new I-9 form within three days of hire and the forms must be sent to the Human Resources department.

Electronic Personnel action form (EPAF) All student hourly employees must have an Effective Date of either the 1st or 16th date of the month when adding/reactivating jobs or changing their rate of pay. The End/Terminate Date will always be the 15th or last date of the month. If the job is a work-study job, please include the department's FOAP in the Comments Section of the EPAF! All student-salaried employees must have an Effective Date of the 1st date of the month when adding/reactivating jobs. The End/Terminate Date will always be the last date of the month.

Work-study Foaps

Student Employee File All employers must have a file for their student employees Document Examples: EPAF Class Schedule Evaluations Working During Class Statements Written Warnings Disciplinary Action Information This information must be kept available for at least three years after employment!

Establishing & Tracking Hours The number of hours a student works depends on The Department's Needs Student’s Availability Students cannot be scheduled to work during class or exam times. Request a copy of the student class schedule each semester. Work-study Allocation Supervisors are responsible for Tracking hours and earnings If you’re approving, you’re liable! Reviewing Payroll Period Report (Work-Study) Students can have multiple work-study jobs!

Payroll Period Report Authorized amounts remaining amounts status

Student Sick Leave Effective 1/1/2021: In accordance with Healthy Families and Workplace Act, all student hourly employees will accrue sick leave. These students are given a lump sum of 24 hours in January to be used throughout the calendar year. Sick time will carry over to the next calendar year up to 48 hours. Hourly students can view their sick leave amounts in their URSA account under the Employee Dashboard. Salaried students do not have to record their sick leave in the leave tracking system.

Working During Class Report Federal regulation prohibits a student from working during a scheduled class session with two exceptions: The class session was canceled, or The professor excused the student from attendance. If the student qualifies for the exception, the student will need to provide documentation to the supervisor at the start of their shift. If there is a timesheet error, the student must submit a signed statement to the employer explaining the error. The documentation must be maintained in the student’s employee file.

Exceeded Work-study report Students cannot earn in excess of their work-study allocation. A report is pulled after the payroll period has been run and will indicate all of the students who have exceeded their work-study funding. If a student earns more than their allocated funding, the hiring department is responsible for paying the excess amount from their department account. OFA will terminate the job and notify the student and employer. It is the responsibility of the student employee and supervisor to

Labor redistributions Student Employment will submit a Labor Redistribution request to the Payroll Office when a student employee exceeds their work-study allocation. The employer will receive a notification of the overage before the labor redistribution request is submitted. If a department's FOAP has changed, the department will need to contact Student Employment to make the adjustment from what was initially provided on the EPAF.

Job termination information We will terminate a work-study position if a student Exceeds their work-study allocation and cannot receive an increase. Receives additional funding eliminating work-study eligibility. This is typically when a student receives a scholarship after a financial aid award letter has been processed. Becomes ineligible for financial aid through Satisfactory Academic Progress. Students can be reinstated with work-study AFTER they are deemed eligible for financial aid. However, the employer must complete the reinstatement. The academic year (Fall/Spring) has ended. Jobs automatically end on May 15ᵗʰ. Departments can submit a new EPAF for a non-workstudy position!

Disciplinary actions Determining disciplinary actions for student employees is the sole responsibility of the department. Verbal Counseling: Typically used when a student commits a minor infraction. Supervisors should clearly specify the reason for the conversation with the student. Student Employment recommends supervisors document the date and time of the verbal counseling, the reasoning for it, and the date the incident Written Warning: If the student's behavior has not changed. occurred. Student Employment recommends supervisors initiate a formal written warning. The written warning should state the reason for disciplinary action, and include subsequent steps should the student need discipline multiple times. Both supervisor and student should sign and date the document. The

termination policy Colorado is an "Employment-At-Will" state. Supervisors may terminate a student employee at their discretion. However, the reason for termination cannot be discriminatory in nature. Colorado Department of Labor and Employment's At-Will Regulatio ns Supervisors reserve the right to terminate a student employee not meeting employment standards set forth by the department. Supervisors reserve the right to terminate a student employee who has committed a violation of the University's Student Code of Conduct or state and federal laws immediately. Grounds for termination may include but are not limited to the following: harassment, discrimination, fraudulent reporting of

termination information Involuntary Terminations: If a supervisor terminates a student from their position, the supervisor must inform the Payroll Office IMMEDIATELY! Students must be able to pick up their final check within 6 business hours of termination. Voluntary Terminations: Student employees wishing to end their employment are not legally required to notify their supervisor in advance. It is customary to provide at least a two-week notice, but the Colorado Department of Labor and Employment does not require this notification.

If the employer terminates a student employee during the semester, contact Payroll ASAP! The student MUST be paid within 6 business hours!

Things a student should know

Work-Study information

Student Payroll deduction plan Students can utilize the Student Payroll Deduction Plan for the duration of a semester to authorize an agreed-upon amount to be deducted from their paycheck towards their student balance. Students enrolled in this plan are not subject to monthly service fees that are applied to unpaid student bills as long as they continue to meet the terms and conditions of the agreement. UNCO.edu/OFA Forms Employment Forms Student Payroll Deduction Plan

Timesheet information Regular Earnings Retro Earnings sick leave

recap Work-Study funding is based on the financial award letter that was originally processed for the student and can change based on new financial aid the student has received. Departments can hire students as non-work-study students after a student has been terminated from their work-study job. Students receive 24 hours of sick leave each January for the calendar year, but can earn up to 48 hours of sick leave. All information can be found in the 2023-2024 Student Employment Handbook.