Using the Student Employment Form: Salaried, Foundation and Grant Funded

Submitting and Approving on the Web

The Student Employment Form: Salaried, Foundation and Grant Funded allows Personnel Action and job information for salaried, foundation and grant funded student employees to be submitted and approved using the Web and email. Forms are stored permanently for future review and their status can be checked at any time.

Feedback or questions should be directed to hr.forms@wwu.edu.

To Create a new Student Employment For: Salaried, Foundation and Grant Funded

1.       Go to Student Employment Center website. Click on “Employers,” “WWU Employers,”  “Hiring Forms,” then “Student Employment Form:
    Salaried, Foundation and Grant Funded” or find the form from Administrative Computing Services Web Form Page.

2.       Fill out all required fields (see Fields and Definitions for detailed information).

3.       Scroll to the bottom of the form and enter your Employee ID and PIN.

4.       Enter the email address of the next person in the approval string, see below “Routing.”

5.       Click the Submit button.

To Approve an Existing Student Employment Form: Salaried, Foundation and Grant Funded

1.       To open, click on the hyperlink in the Esign email message once you receive it.

2.       Review for accuracy and completion.

3.       Scroll to the bottom of the form and enter your Employee ID and PIN.

4.       Enter the email address of the next person in the approval string, see below “Routing.”

5.       Click the Approve button. Do not click the Lock button -- it is for HR use only.

Routing

1.       Originator

2.       Budget Unit Authorization

3.       For Grant funded only:  Office of Research & Sponsored Programs   (RSP.Payrollappointments@wwu.edu)

4.       For Chart-2 Funds only: WWU Foundation (wf.finance@wwu.edu)

5.       Human Resources (HR.forms@wwu.edu)

6.       For Residence Life Staff Hires:  Human Resources Benefits (HR.Benefits@wwu.edu)

 Once the Human Resources department has processed the form, it will be set to “LOCK” and a completed copy will be emailed to the originator.

Notes for Submitters and Approvers

Do not click the Lock button – It is for HR use only. When a form is locked it prevents further modifications or approvals.

·   If you have never used the Employee Web, the default PIN is the first 6 digits of your SSN. If this does not work, or if you have forgotten your PIN, please login to Web4U. You will be asked to enter a personal security question, along with the answer. This will enable you to reset your PIN without calling for assistance, should you forget your PIN in the future. To help you remember your answer, keep it short, limit spaces and do not use special characters. Your answer is limited to 30 characters.

·   You can use the TAB key (or the mouse) to move between fields within a form.

·   If you do not know the WWU email address of the person to whom you are routing, use the Outlook Address Book:

§ Go to the Tools menu and select Address Book.

§ Find the person and double-click on his/her name.

§ Click on the Email Addresses tab and you will see the mail address(es). If there are multiple addresses, select the one in the format of FirstName.Lastname@wwu.edu

Modifying a Student Employment Form: Salaried, Foundation and Grant Funded en-Route

If a form needs to be modified after submission, during the approval process, and before locking, it can either be changed by an approver, or it can be returned for correction to an earlier approver (or the submitter of the form).

An approver can change a form by simply modifying it before pressing the Approve button.  If you make a change, please enter in the Comments Box what change was made, then date and initial.

A form can be returned for correction by forwarding the E-Sign email to whoever needs to make the correction. The recipient can then click on the link within the forwarded email.

You can view which fields have been changed in a form by clicking on an approver in the Authentication section of the form. All fields which have been changed will appear highlighted.

Note that no changes can be made once a form is locked.

Finding Web Forms that have been Completed or are in Progress

1.       Go to the ADMCS Forms page and click on the link to “Web Form Finder”.

2.       Login using your Employee ID and PIN.

3.       Choose Security Group “All My Groups,” find form name, enter parameters for your search such as student ID# without the W; then enter date range..

4.       For further information click on the Help link on the search page.

To Make a Template

1.       Create a new Student Employment Form: Salaried, Foundation and Grant Funded, entering all job information that will replicate each employment form to be used (e.g. Contact, Department, Position Number, Start Date, Fast Index, etc.)

2.       Submit the completed form to yourself.

3.       LOCK the form.

4.       Bookmark the completed form by creating a “favorites” link in Explorer or Firefox.

5.       When you want to use the template, reopen the bookmarked form, scroll down and click on “Duplicate”. The employment form will appear again. Enter the new information and follow usual routing procedures. Once the originator presses the Create button, a new form number will be assigned to the new form.

To Make a Duplicate Form

If a student’s hiring documents were submitted via the Student Employment Form: Salaried, Foundation and Grant Funded, a duplicate of that previous form may be located and new employment information can be entered for the student. This saves keying time and may result in fewer errors.

1.       Find the previous form by using Form Finder (see instructions above). Search tips: enter the student’s last name or their student I.D. (without using the W – ex. 0020398#).  Also, searching in the “last 365 days” opens the search parameters considerably.

2.       Once the employment form is found, scroll to the bottom and click on “Duplicate”. A duplicate of the employment form will appear, with most information intact, and a new form number assigned. Enter the new information and follow usual routing procedures.

NOTE: The previous employment form MUST have been LOCKED by Human Resources for this process to work.