Student Employment Services
Employer Information Session 2014
Topics to Cover
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Hiring Student Employees (Hourly & Work-Study)
SERP
Work-Study Tips
JobX
HIRING STUDENT
EMPLOYEES
ELIGIBILITY FOR STUDENT EMPLOYMENT
 Admitted to degree-seeking program at CSU (Fort Collins)
 Registered by Census each Semester
 Student Hourly – At least 1 credit or Continuous
Registration
 Work-Study
Undergraduate – At least 6 Resident Instruction Credits
Graduate – At least 5 Resident Instruction Credits
 Summer – No enrollment required but must have attended
spring and be returning fall, or a new admit for fall.
Required Forms must be submitted to
Student Employment Services upon hiring student
1. Form I-9
 Check I-9 Status on Employment
Tab of People Screen
2. Employment
Verification Affirmation
Form
 Copies of original documents.
3. SSA-1945 (SERP)
BACKGROUND CHECKS
 All new employees must have a background check
 Required for existing student employees who change positions if
they have not had a background check previously:
• A criminal history background check IF the position:
I.
II.
works with vulnerable populations (e.g., children, animals);
works with controlled substances, select agents or other sensitive research
materials/information;
III.
IV.
has unsupervised access to buildings, resident halls or other secure facilities;
has access to sensitive information.
or
• Motor vehicle check IF the position:
I.
is responsible for operating a University owned or controlled vehicle;
II.
III.
requires driving of children, patients, students, clients or others in a private vehicle; or
requires renting a vehicle on a regular or routine basis to conduct University business.
 If there is a 6 month (or greater) break in service and student is
returning to a position that meets the above criteria.

http://www.hrs.colostate.edu/background-checks/background-checks.html
SERP
What is SERP?
 The Student Employee Retirement Plan is a state-mandated
retirement plan requiring contributions from gross pay by all
“eligible” student employees in lieu of traditional Social Security
contributions
What is Social Security?
 Social Security is a federally mandated supplemental retirement
system in the US
CSU is NOT a Social Security Employer
Important: If we did not have SERP, a student would have
to pay into Social Security.
Is participation in SERP mandatory?
 Yes, unless certain conditions are met
What conditions must be met to be exempt?
 Summer
• Undergraduate & Graduate Students – must be officially admitted as
a degree-seeking student at CSU (Fort Collins) and enrolled at least
half-time (defined as 3 credits) for a summer term running concurrently
with your work schedule.
 Fall & Spring
• Undergraduate Students – officially admitted as a degree-seeking
student and enrolled at least half-time (6 credits)
• Graduate Students – officially admitted as a degree-seeking student
and enrolled at least half-time (5 credits)
A retirement savings account will be established in the student’s
name at TIAA/CREF for all SERP contributions.
 When will a student have access to the money contributed to
SERP?
• SERP allows for a refund of contributions and any
interest upon termination of employment AND
departure from the University as a student.
• Warning: If funds are withdrawn, those funds will likely
be taxed as ordinary income in the year it is withdrawn
and may also be subject to an additional 10% early
withdrawal penalty.
Train Students on SERP
 Explain SERP when they fill out the SSA-1945
 Provide students the website about SERP:
• http://ses.colostate.edu/student-employeeretirement-plan-serp
 Utilize the “SERP – Medicare Info Slides”
• http://ses.colostate.edu/employment-guidelines
Ending Assignments
 Assignments are systematically
ended for:
• All Graduating Students
• No pay for at least 18 months
• Zero Credits at Census
 To request reactivation, send Email
to seserv@colostate.edu with:
• Effective Date
• Assignment Number
• Requested Change
WORK-STUDY TIPS
Work-Study Awards
REMINDER – Confirm Work-Study Award each academic year.
 Assignments stay active from year to year, so be sure to
verify student’s award each year.
 Obtain verification from student prior to beginning work.
•
•
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Students can send email or print work-study award confirmation.
Verify in JobX.
Monitor on work-study earnings report.
Check with Student Employment.
Work-Study Earnings
Breakdown of Wages
 Employers pay 30% of
wages:
• $900 per year on $3,000
Work-Study Award
 Work-Study covers the
remaining 70%:
• $2,100 per year on $3,000
Work-Study Award
Fifty Percent Rule
 Only 50% of a student’s
Work-Study Award can be
earned during the fall
semester.
• Any earnings over this 50%
will be billed to your
Department as Time Entry
Wages (TEW).
Transferring Work-Study Assignments
 Do Not transfer Work-Study to Hourly or Hourly to
Work-Study
 Hiring department initiates transfer in Oracle
• Previous department approves request
• Refer to important dates for beginning of semester
• Make effective on first day of pay period
WORK-STUDY REPORTS
 Work-Study Earnings by Department
• Should run this report every pay period
• Displays students’ award amounts and amounts earned
• Changes to Work-Study awards reflected on this report
 Expense Distribution Report
•
•
•
•
Should run this report every pay period
Watch for email from Payroll
Confirms pay for your student employees
Confirms what is billed to your Department account
JOBX
Introducing JobX – A Total Solution
JobX helps schools automate the job posting,
hiring, and reporting process for students,
employers, and administrators.
 Job Posting Control
 Customized employment applications
 Work-Study award & class schedule
 Email tools for communicating with students
 COMING SOON! – streamlined hiring to Oracle
ses.colostate.edu
HOW TO USE JOBX
PLEASE REFER TO USER GUIDE ON OUR WEBSITE
After the student employee is hired
through JobX, enter the assignment
into Oracle.
JobX User Guide
Available on ses.colostate.edu
Please sign and return these documents to
Student Employment Services:
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
Memo of Understanding
Compliance Review
Oracle Training and Assistance
 Contact HR IS Oracle Help Desk by email at:
hr_is@mail.colostate.edu
 Training opportunities will be emailed out to the HR
system user listserv when classes are available
Hourly Payroll
Questions can be directed to:
Jacqueline Derrick
Jacqueline.Derrick@colostate.edu
970.491.0951
QUESTIONS?
Frank H. Martinez
Karri White
Jillian Zucosky
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Phone – 970.491.5714
Fax – 970.491.1975
1065 Campus Delivery
Email – seserv@colostate.edu
ses.colostate.edu
THANK YOU FOR
JOINING US TODAY