Rice University
August 2013

Workshop Team

Workshop Agenda

Purposes of
Student Employment
•
•
•
•
•

Rice Work
Rice Work or
Federal Work-Study?
Federal Work-study
Enrolled at least ½ time Enrolled at least ½ time Enrollment
Eligibility
Cost
Earnings limit
Summer Availability
Simultaneous positions
Hiring Period
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
YES
Based on federal workstudy award amount
NO
YES
Fall/Spring
NO
1 FWS position per student
Fall/Spring

Overview of
Federal Work-Study
• Earnings are limited to FWS award amount
– $2500/year for all other students*
– BE AWARE OF THIS AMOUNT
• 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

How to Hire a Student Worker
• Advertise your position
– Rice Job Board
– Word of mouth or by other means
• Interview applicants
• Complete Form I-9
• 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

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 26 th 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

Link to Payroll Calendar
Time Frames

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)
Student Direct Deposit
Authorization Form
Link to Student Direct Deposit 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).

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. 2013)
• 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

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 Work study or Rice work programs are indicated on SPAF. Make sure student is completing correct SPAF for the program they are qualified for.

Federal Work-Study
Student Personnel
Action Form (SPAF)
Rice Work
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
NOON on the Friday of the second week of the pay period in order for the student employee to receive a paycheck on the following Friday.
Link to FWS Timesheet

• Timesheet used by Rice Works hourly student employees.
• Use BLUE paper for Rice Works.
• Timesheets must be submitted by the end of the second week of the pay period in order for the student employee to receive a paycheck on the following Friday
Time Sheets http://professor.rice.edu/Template_Controller.aspx?id=7013
Rice Works
BLUE
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
• 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

Payroll Department
MS-71
O: 713.348.3410
Name
Gwendolyn Aldridge
James Pierre
Dewana Arceneaux
Aanal Bhuta
Sandra Burton
Kevin Rivas
Asheana Shakoor
Tim Reiland
Bobby McBride
F: 713.348.5181
Title
Assistant Manager
Payroll Tax Accountant
Payroll Specialist
Payroll Specialist
Payroll Specialist
Payroll Specialist
Payroll Specialist
Payroll Department Assistant
Director of Payroll
Office of Financial Aid
MS-12
O: 713.348.4958
Name Title
Paul Negrete
John Buck
Debby Lassus
F: 713.348.2139
Assistant Director (Work Study)
Financial Aid Assistant (Rice Work)
Quality Control Analyst (Job Board)
Office of Risk Management
MS-670 http://riskmanagement.rice.edu/
Name
Renee Block
Title
Director
Fin Aid Workshop 2009
Student Employment
Campus Contacts
E: payroll@rice.edu
Extension Email
3444
3431
8084
3410
3797
4396
3410
3431
2633 gkellogg@rice.edu
james.pierre@rice.edu
da18@rice.edu
aanal.bhuta@rice.edu
slburton@rice.edu
kbrivas@rice.edu
asheana.shakoor@rice.edu
tim.reiland@rice.edu
bobby.mcbride@rice.edu
E: fina@rice.edu
Extension Email
5905
4181
8038 paul.negrete@rice.edu
jjbuck@rice.edu
dslassus@rice.edu
Extension
4751
Email rab@rice.edu

Questions & Answers