INSTRUCTIONS FOR THE STUDENT EMPLOYMENT FORM: SALARIED, FOUNDATION AND GRANT FUNDED

Fields and Definitions

This form is used to create, rehire, or make changes to a student employment position that is an hourly grant or foundation funded position.  This form is also to be used for the salaried positions in the Associated Students and University Residences organizations.  Each form will be assigned a form number for easy reference when using “Form Finder”. The forms can be viewed at any time to ascertain current routing status.

PLEASE NOTE:

·         A separate Student Employee Information Form signed by the student employee must be filled out and maintained in the Department.

·         An I-9 Form must be completed and retained by each hiring department for 1 year after the student employee is terminated or three years from the employment date, whichever is later.

·         W-4 (Employee’s Withholding Allowance Certificate) forms are required for new first-time-hired WWU student employees and should be forwarded to Human Resources, MS-5221. If a student has worked previously for WWU he or she is not required to submit a new W-4 unless he/she has updates to the W-4.

·         It is suggested after they receive their first paycheck notification via student email, the students verify their W-2 address via the HR Website under “Web4U”.

·         Any W-2 address or phone number changes must be submitted by the student employee via Web4U.

Enter appropriate information in the Contact Information, Department, and Phone field

SECTION 1 – PERSONNEL INFORMATION

Employee Name:  Last Name, First Name

Employee ID #:  At the WWU Card Office, all students are issued a Student ID Card with their ID number.  Supervisors can also follow standard Banner search procedure by using SOAIDEN to obtain ID number.

Phone Number:  Phone number where student is most likely to be reached.

I-9 Information:  Indicate student employee’s Citizenship and enter Reviewer’s name. The I-9 completion date should be the date the Reviewer signed the I-9 (date of review)

SECTION 2 – JOB/COMPENSATION/FUNDING INFORMATION

Action: Select Appropriate Box:

·         Create New Job: A student’s first job with WWU or an employee has a new assignment (job).

·         Update Job: The employee has worked at WWU before and is returning, or if the employee has a change, such as a new job title or rate of pay.

·         Terminate Job: Use when a student’s employment position is complete.

Type: Select Appropriate Employment Type:

·         University Residences Staff

·         Associated Student

·         Grant or Foundation Funded

Job Title: Select Appropriate Job Title for Student Employee

·         For the University Residences Jobs please select University Residences Staff, then chose a job title from the drop down menu located on this line.

·         For the A.S. Jobs please select A.S. Salaried, then choose a job title from the AS/VU Job Title drop down menu.

·         For grant or foundation funded positions, please select Foundation or Grant Funded, then select the job title and classification in which the student was hired from the drop down menu located on this line

Date:

·         Job Begin or Change Date:  Enter student’s first day of employment, or date of change

·         Job End Date: Enter student’s last day of employment in this position

Position Number & Suffix:

·         Grant positions, please use the generic S50000 (the funding will be entered manually by HR).

·         Department funded salaried positions:  Indicate if known.

o    New department funded salaried position numbers are assigned by Human Resources.

o    If the position number is unknown for a current department funded salaried position, leave blank and HR will determine from the FAST Index what the position number is.

·         Suffixes: Suffixes are two digits and may be numbers or letters, or a combination of both. Usually the suffix is “00”. if using a position number for an individual student for more than one job, the first job has suffix of “00”. The second job will have suffix “01”, etc. (i.e.: S99888-00, S99888-01, etc.)

Comments: Use this section to provide narrative information regarding any other Sections. Any changes to the employment form should be explained here with the date and initials of person making the change.

The Residence Life Office will use the comments box to include the following:

o    The value of the room and board per pay period for Benefits deduction set up

o    Notation:  “Hours worked will average 19 per week.”  This info is needed as HR calculates appointment % based on hours worked.

Enter Amount to be paid:

·         Per Pay Amount:

o    Associated Students and Resident Advisors (RA, CA, ARD, AS):  Provide fixed amount for each pay period (per pay)

·         Hourly Rate for Grant-Funded Positions: Enter rate student is to be paid on an hourly basis. The hourly rate must be paid at least the minimum of the pay range and cannot be hired at a pay rate above the maximum rate (see Student Employment Classification Guidelines). Student must enter time on Web unless otherwise indicated (see below, “Time Entry Method”)

·         Time/Leave ORGN: Enter the Department Organization Code of the employing department, this will include the student on supervisor’s reports for pay information (PWRTIME).

Time Entry Method:

·         Web Entry is always the Default

·         Check “Departmental Entry” if an hourly student employee is to be “Department Time Entry with Approvals” instead of Web entry. This indicates a departmental staff member will enter the hours worked instead of the student employee.

Exceptions to Default Approver/FYI: If Timesheet Approver or FYI is different from the default approver for the organization; enter their W#, name, and Position #.  An FYI is someone who views the payroll approval, but no action is needed from that person.

Funding Information: Complete as Appropriate

·         Fast Index: Provide hiring department’s fast index. 

·         Fund: Grants require the fund and account.

·         Orgn: Supply the hiring department’s organization code.

·         Acct: Required account code starting with F6

·         Prog:  Enter Program Code.

·         Actv: Indicate Activity Code if appropriate.

·         Locn:  Enter Location Code.

AUTHORIZATION

Signatures:  Route the form for signatures in the order given, as applicable.  Do not click the Lock button – it is for HR use only. Once HR has processed the Salaried and Grant Funded Student Employment form, the form will be “Locked” and an e-mail message will be sent to the originator’s e-mail address. At the bottom of the employment form a list will appear of all approval signatures with corresponding dates.