Student Employment
Workshop
Rice University
August 2014
Workshop Team
• Tim DeFosse
Payroll
• Paul Negrete
Office of Financial Aid
• Renee Block
Risk Management
Workshop Agenda
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How to hire a student worker
Rice Work or Federal Work-Study?
Overview of Federal Work-Study Program
Timeframes
Important forms
General Instructions and Procedures
Questions and Answers
Purposes of
Student Employment
• Career Development
• Educational Experience
• Personal Growth
• Self Help
• Resumé and Job Reference
How to Hire a Student Worker
• Advertise your position
– Rice Job Board
– Word of mouth or by other means
• Interview applicants
• Complete the Student Personnel Action Form
(SPAF)
– Students must print this form from ESTHER
• Establish a work schedule
• Provide a job description/ contact information
• Provide orientation of job duties
Rice Work or
Federal Work-Study?
Rice Work
Federal Work-study
Enrolled at least ½ time
Enrolled at least ½ time
Financial need is NOT
considered
MUST demonstrate
Financial Need
Dept. pays 100% of wages
Dept. pays 40% of wages;
60% federal subsidy*
Based on departmental
budget
Based on federal workstudy award amount
Summer Availability
YES
NO
Simultaneous positions
YES
NO
1 FWS position per student
Fall/Spring
Fall/Spring
Enrollment
Eligibility
Cost
Earnings limit
Hiring Period
Overview of
Federal Work-Study
• Earnings are limited to FWS award amount
– $2500 per year for all students
– Award may be reduced due to outside awards, changes in eligibility, etc.
• Financial Aid will monitor FWS earnings
– The department and student will be notified when less than $300 of FWS
eligibility remains.
– Mid semester notices
• If a student earns more than the FWS award, the department
will be charged the overage.
• FWS students can hold only ONE FWS position at a time.
– Must be terminated from position before they are hired into a new
position
– May hold multiple Rice work positions
Overview of
Federal Work Study
FWS Wages = $240.00
D12345
40%
$ 96.00
R18460
60%
144.00
100%
$ 240.00
Total Wages
If the wages are not split correctly, then a labor
redistribution will be initiated. Labor redistribution requests
should be accompanied by a comment to explain the reason
for the labor redistribution.
Questions regarding labor redistributions should be directed
to:
Payroll (payroll@rice.edu)
Administrative Systems (admsys@rice.edu) or
Miten Beyene (ext. 6092 or miten.beyene@rice.edu)
Fin Aid Workshop 2009
Payroll
Who’s Who at Rice Payroll?
Reach us at: payroll@rice.edu 713-348-3410 or fax 713-348-5181
Fin Aid Workshop 2009
Office Location
The Rice University Payroll Office is located on the 26th floor of the Memorial
Hermann Medical Plaza building which may be known as the “Rainbow Building”. We
are located adjacent to the Lovett Residence College near campus. Our physical
address is 6400 Fannin St. Suite 2650 Houston, TX 77030 and campus mail address
is MS71. Hours of operation are from
10am-4pm
Monday through Friday.
Fin Aid
Workshop 2009
Time Frames
Payroll Calendars can be located by searching “Payroll Calendar” on www.Rice.edu
Student Direct Deposit
Authorization Form
AVAILABLE ONLINE
• Log onto Esther.rice.edu
Click on Employee tab
Click Pay Information
Click Direct Deposit Allocation
• Only one account permitted
• Must be accompanied by official bank
documentation with routing and
account number (i.e. voided check)
Link to Student Direct Deposit Form
Form W4
AVAILABLE ONLINE
Log onto Esther.rice.edu
Click on Employee tab
Click Tax Forms
Click W4 Tax Exemptions
or Allowances
• This form is not mandatory for
student employment.
• Make sure Form W4 is current
• (i.e. 2014)
• Boxes 1, 2, 3, and 5 or 7 must be
completed for form to be valid.
• In case of mistakes, print and
complete a new form. Strikeouts or
white out invalidates form.
Link to Form W-4
I-9 Form
•
The Employment Eligibility
Verification Form I-9 is a U.S.
Citizenship and Immigration Services
form. It is used by an employer to verify
an employee's identity and to establish
that the worker is eligible to accept
employment in the United States.
•
The Immigration Reform and Control
Act of 1986 (IRCA) required employers
to verify that all newly-hired employees
present "facially valid" documentation
verifying the employee's identity and
legal authorization to accept
employment in the United States.
•
Every employee hired after November
6, 1986 must complete an I-9 form at
the time of hire.
Link to I-9 Form
I-9 Section 1
For incoming Rice students who need to verify their employment it is very important that the individual knows that
he/she must completely fill out section 1 of form I-9. Most students who will come in to complete an I-9 will most likely
be looking at this form for the first time and it’s important that they understand the need to complete this form out
correctly. Below here is a diagram which displays the correct way for section 1 completion.
Section 2:
Completed by Employer
Acceptable Documents
 Payroll will NO LONGER need the attached I-9 documents!
 Departments must send completed I-9’s to the Payroll Office
(MS-71).
Student Personnel
Action Form (SPAF)
•
Student can access SPAF from ESTHER.rice.edu
•
Must be completed by hiring party and student
•
Send to Office of Financial Aid in Allen Center, MS-12
(not Payroll)
•
EITHER Federal Work Study or Rice Work programs
are indicated on SPAF. Make sure student is completing
correct SPAF for the program they are qualified for.
 Please note that changes to this process are coming and will be
clearly communicated to those impacted.
Student Personnel
Action Form (SPAF)
Federal Work-Study
Position Code: R00000
Rice Work
Position Code: S00000
Please indicate the WTE ORG on the SPAF and contact person for this SPAF in case of questions.
Time Sheets
http://professor.rice.edu/Template_Controller.aspx?id=7013
Federal Work-Study
YELLOW
• Timesheet used by hourly student
employees with Federal Work Study
awards.
• Use YELLOW paper for FWS.
• Timesheets must be submitted by
10:00 AM CST on the Monday following
the end of the pay period.
Link to FWS Timesheet
Time Sheets
http://professor.rice.edu/Template_Controller.aspx?id=7013
Rice Work
BLUE
• Timesheet used by Rice Work
hourly student employees.
• Use BLUE paper for Rice Work.
• Timesheets must be submitted by
10:00 AM CST on the Monday
following the end of the pay period.
Link to Rice Works Timesheet
International
Students
• MUST COME TO PAYROLL – all Non-Fellowship students must complete
I-9 Form at Payroll Office.
• Non-fellowship students without SSN will be taxed 30% until SSN is
received and all tax forms are signed.
• Substantial Presence Test will be determined by Rice payroll personnel.
Helpful Tips for Supervisors
• Ask all student hires if they have been awarded
Federal Work Study
– If yes, confirm that they have only one FWS job
• Monitor hours worked
– Excessive hours
– Don’t overspend budget
• Evaluate job performance
• Inform the Office of Financial Aid of termination
• If interested in Web Time Entry, please email
payroll@rice.edu
Risk
Management
Risk Management
• Off-Campus Errands – use of personal vehicle
• Rice’s auto liability insurance
• Rice’s liability
• Worker's Compensation
– Notify your supervisor immediately if injured at work
– Complete a First Report of Injury Form and send to the
Risk Management Office, MS-670
– Form is located at:
http://riskmanagement.rice.edu, workers compensation
Risk Management
Link to Report of Injury Form
Student Employment
Campus Contacts
Payroll Department
MS-71
O: 713.348.3410
F: 713.348.5181
Name
Dewana Arceneaux
Aanal Bhuta
Sandra Burton
Kevin Rivas
Tim Reiland
Tammy Lewis
Tim DeFosse
Title
Payroll Tax Accountant
Payroll Specialist
Payroll Specialist
Payroll Specialist
Payroll Specialist
Assistant Director of Payroll
Director of Payroll
Office of Financial Aid
MS-12
O: 713.348.4958
Name
Paul Negrete
John Buck
Debby Lassus
F: 713.348.2139
Title
Assistant Director (Work Study)
Financial Aid Assistant (Rice Work)
Quality Control Analyst (Job Board)
E: payroll@rice.edu
Extension
2532
4396
3797
3139
3431
3444
2576
Email
da18@rice.edu
aanal.bhuta@rice.edu
slburton@rice.edu
kbrivas@rice.edu
tim.reiland@rice.edu
tel2@rice.edu
tdefosse@rice.edu
E: fina@rice.edu
Extension
5905
4181
8038
Email
paul.negrete@rice.edu
jjbuck@rice.edu
dslassus@rice.edu
Extension
4751
Email
rab@rice.edu
Office of Risk Management
MS-670
http://riskmanagement.rice.edu/
Name
Renee Block
Title
Director
Fin Aid Workshop 2009
Questions & Answers
How May We Help?