Student Employment Answers

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Student employment answers

Computer system and browser requirements
1. PC (IBM-type computers) users
  The online forms work optimally using Internet Explorer 5.
  You can—if you must—use Netscape 4.7, but expect some "bugs."
  - When using Netscape 4.7, one character moves out of the data field as you enter data. To check the fields for accuracy, use your arrow keys to move within each field, revealing all the entered data. All the data will be there when you print the form. This works better than using the "refresh" key, which may react by clearing all the data fields.
  - Text on the form appears small when using Netscape 4.7.
2. Mac users
  Your Mac operating system affects how your computer interacts with the browser you're using (Netscape 4.7 or Internet Explorer 5), and thus how the online forms work from your computer. If your forms are not working optimally, you may want to test the forms using both browsers to determine which works best for your computer setup. Also, your system support person may be able to help you. Your system support person should be able to walk you through all the correct option selections for the download.
  Some Mac users have found it helpful to use Virtual PC in conjunction with Netscape 4.7 or Internet Explorer 5.
Accessing the forms
1. Usernames and passwords
  Your Bronco NetID username and password are case-sensitive. Your username is all lower case. Your password may contain both upper and lower case letters and digits; it should be entered just as it was provided to you by OIT.
2. Log-in page
  Click the log-in button and a pop-up dialogue box appears; enter your username and password where indicated and click "okay."
  IDEA: You may want to bookmark the log-in page.
General data entry tips
1. Online instructions
  Instructions are included for each online form. You can access the instructions from a link at the top of the form.
2. Prohibited pound (#) symbol
  Never enter the pound symbol ("#") in any data field on the forms.
3. Moving through the form
  Move through the form by either tabbing to next field (shift+tab to reverse); or pointing and clicking with cursor on desired field.
4. Text entries in combined upper and lower case
  Enter text fields with combined upper and lower case:
  
  Examples: Jones Jack 411 Harvey Hall Kalamazoo Detroit
  EXCEPTION: Enter state abbreviation as two upper case letters: MI, KY, OH, etc.
5. Fields with 'extra spaces'
  In fields where you don't need all the possible characters allowed, do not use space bar to "move over" in an attempt to enter spaces in the field. Simply enter the data at the beginning of the field. For instance, on the one-time pay form, up to five digits may be entered in the dollar field. If you want to enter "75", just type "75" at the beginning of the field. Do not try to enter 3 blank spaces and then the "75."
6. I-9 forms
  I-9 Forms are legally required for every employee. Be sure you complete an I-9 for all your employees-students or otherwise-on or before their first day of work. If you are hiring a student who has previously worked for another University department, you should either obtain a copy of the I-9 from that other department or simply complete a new I-9. It really doesn't take long to complete an I-9 and may require less effort than tracking down an old I-9 from another department.
Practicing on the forms
You may practice using the forms before submitting a "real" form. But, we need to be sure your practice data is not confused with "real" data. If you are practicing/testing the forms, be sure to use "Demo Demo" as the contact name. This will identify the submission as a practice/test, not "real" data.
Qualifying as a student employee
1. 'Non-enrolled' students
  Non-enrolled students cannot be hired as student employees. Non-enrolled students should be hired using a Temporary Appointment form.
2. Minimum credit hours for student employees & FICA requirements
  1. As long as students are enrolled for at least one credit, they qualify as student employees.
  2. The number of credit hours in which a student is enrolled does affect FICA eligibility. Students are NOT subject to FICA withholding if they are taking at least six credit hours in Fall or Spring, and at least three credit hours in Summer I or Summer II. The online forms instructions include a chart for easy reference.
Returning student employees
You do not need to "terminate" and then rehire a student who is returning to the same job with the same funding source for the next semester or term. In fact, we encourage you NOT to terminate and then rehire such students, saving you, HRIS, and payroll some work. Instead, allow the student to remain on your time sheet/Kronos and don't enter time when the student is not working. When the student returns to work, you can resume entering time.
Across-the-board level/step pay increases
You don't need to submit forms to make sure your active, hourly-paid student employees receive the increase when across-the-board increases in the level/step rates are implemented. The raises are automatically in effect for currently active hourly-paid student employees already on your payroll.
Mass termination
When you terminate a large number of student employees at one time (such as at the end of a semester), you do have to submit individual Student Employee Transaction forms to terminate each of these students.
If you know a student employee will not be returning for the following semester/term, you should process a termination. If you know that student will be returning to work for you, however, please see Returning Student Employees above.
Potential errors
1. Incorrect field entries—format
  We strongly encourage all Users to read and follow the instructions for each form to reduce the chance of error. If, however, you do fill out a field incorrectly, you'll receive a pop-up error message when you submit the form. Please note this function does not identify errors in the content of your data; it does identify errors in how you complete a field (using letters when digits are required, using too few digits for account codes, etc).
2. Incorrect data entries—content
  Please go back and carefully review all the data you've entered for accuracy before you click "Submit." This is the best time to catch and correct errors. Up until the time you press Submit you can go back to any field and re-enter the correct data. If you realize you made a mistake AFTER submitting the form, there is no way to retrieve the data. You will have to complete an online Student Employee Transaction form to make the correction.
3. Duplication of forms/data
  If you accidentally complete and submit an online Appointment form for the same student employee, you'll probably get a call from HRIS asking what you're trying to do.
4. Department contact vs department authorization
  The Department Contact is the hiring agent who has been authorized to process the online forms for student hiring. This is the person who has applied for and been granted a Username and Password.
  The Department Authorization is the name of the individual (one with fund/cost center signature authority) who authorized the hiring agent to act on behalf of the department.
Submitting and printing
1. Review before submitting
  Carefully review your completed form for accuracy before submitting. After you've submitted an online form, corrections can only be done via the online Student Employee Transaction form.
2. Copies of submitted forms
  Departments should keep a hard copy of all submitted forms for student hiring. After completing an online form, you will be prompted to print a hard copy when you "submit" the form.
3. Consider printing before submitting
  If it makes you more comfortable, use the "File/Print" commands from the browser toolbar to print the completed form before you submit it. This allows you to make sure you have the printout before going through the submit process. If you do this, and the form has printed properly, you can either print it again or click "cancel" when the print prompt appears after submitting. Either way, the data are submitted.
4. Printer jam or other printer problems
  If your printer jams, or some other problem occurs that results in your not getting a printed copy of a form you've submitted, you can use the back button to view the just-completed form. Then use the "File/Print" commands from the browser toolbar, remembering to choose landscape orientation from print properties. After printing the form, click "reset" to clear the form without submitting the data again. Or, you can just start entering new data for another student employee.
  If you have moved on to a new web page before you realize you don't have a printout, you can complete the online form again and use the above process to print it without again submitting.
5. Confirming submission
  When you "submit" the form, the "Thank You" page will open, confirming receipt. Another confirmation will be seeing the student employee's name on Kronos. If there are confusing or ambiguous data, you'll get a phone call asking for clarification.
  Beyond this, we're asking you to trust the process. Please do not call HRIS for confirmation.
Timing issues (also see Kronos Basic Instructions)
1. Kronos timing
  After an online form has been submitted, the student employee's name will show up in Kronos in a minimum of two days-and possibly three or more days due to payroll processing or possible interface errors.
  We encourage you to submit student employee data via the online forms by 5 p.m. on the Tuesday before pay week; then there should be no problem with the student's name appearing on Kronos for signoff the following Monday. Not waiting until the last minute is key.
  If on that Monday (signoff day), the student's name is not showing up in Kronos, you can fill out a Kronos Correction Form to instigate follow-up by Payroll.
2. Possible delays
  Keep in mind that "bad" or ambiguous data will cause delays; in such cases, you'll get a call asking you to clarify the confusing data and entry will be delayed.
3. Payment schedule
  Kronos Timekeepers receive (annually) a Payment Schedule that shows the date when forms are due in HRIS to get employees on each payroll. There's a column on that Payment Schedule that says "Forms Due to HRIS." Think of that as the date your online forms should be submitted.
Grant-funded student employee positions
When hiring a student to work in a grant-funded position, Grants and Contracts must "encumber" the funds necessary to pay your student. It is extremely helpful if Grants and Contracts knows when you hire a student. Grants and Contacts has requested that after you print out the completed online form, you send them a copy along with a note as to how many hours you expect the student to work during the appointment/semester/term (you could even write this on the copy). Grants and Contracts can then do the necessary budget work.

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