Student Employment On-Campus Supervisorâ€™s Guide
Table of Contents Letter to Supervisors
Hiring a Student Student Employment Budget
Before Hiring/Rehiring a Student
Next Steps After a Student is Hired
Entering the Student Workerâ€™s Hours
Guide to Time and Attendance First Time Setup with Workforce Now
Entering hours with Workforce Now
Approving Timecards with Workforce Now Deleting Rows
Status Column Symbol
Viewing and Resolving Errors by Type
Entering Hours from a Past Pay Period
Frequently Asked Questions
Job Notification Form
Student Authorization Form
Pay Scale Chart
Dear Supervisors, This handbook will provide you with important information about the policies and procedures for the entire student employment process from hiring a student to our on-line time-keeping system, Workforce Now. The process for hiring students is managed by the Office of Student Financial Services. If you have any questions regarding budgeting, posting available positions, employment authorizations, or hiring procedures, please contact Andre Barbosa at x59106 or email email@example.com. Workforce Now and the payroll process is managed by the Payroll Office. If you have any questions regarding Workforce Now, a student is missing from your Workforce Now list, or questions about why a student has not been paid, please contact the Payroll Office. Our main number is x5-9991. Linda Chhouy x5-9706 firstname.lastname@example.org Leah Kendall x5-9332 email@example.com Katie Hansbury x5-9717 firstname.lastname@example.org Please read this handbook carefully. If you have any further questions, please contact the Student Financial Services at 5-9938 or the Payroll Office at 59991.
Hiring a Student
Student Employment Budget The amount of funding you have to pay student employees is part of your department's overall operating budget. You can determine how many students you can hire based on your departmentâ€™s Student Employment budget. To help you determine how many students you can hire, follow the steps below. Enter Student Employment budget
Divide by 32 (weeks in academic year) or by number of weeks student work is required This is your weekly budget:
Divide by the pay rate (see Pay Scale) This is the total weekly hours available for your student(s) to work: _ ___hours You can determine how many student workers you can employ based on the approximate number of hours of work per week your budget can allow. For example, if your budget allowed for 20 hours of work, you could hire 2 students at 10 hours per week or 3 students at approximately 7 hours per week. We encourage supervisors to
hire as many students as possible. If you are unsure of your departmentâ€™s Student Employment budget or believe you will not need your full Student Employment budget allocation, please contact your supervisor or your area Vice President.
Before Hiring/Re-Hiring a Student: Supervisors are required to complete a Job Notification Form for every position to ensure that the College has a record of each student employment job, regardless of whether it is an open position or if the supervisor is re-hiring a student. A student cannot be authorized to work unless the supervisor has completed a Job Notification Form. 1. Complete the Job Notification Form. See page 34 for more information. ď‚ˇ Please refer to the 2012-2013 Pay Scale Chart (page 36) for information on how studentâ€™s wages should be determined. ď‚ˇ Indicate if the position is an open position or a re-hire. If the position is a rehire, the position will be posted on Emmanuel College Career Connect (EC3) but students will not be able to view the position. 2. Email the completed form to Andre Barbosa in the Office of Student Financial Services(OSFS) at email@example.com . 3. The OSFS will post this position on EC3, an online job board for students to access jobs and internship listings for on and off campus positions. Once the job has been posted on EC3, the supervisor will receive an email with the Job ID #. Note: To complete an authorization form after a student has been hired, the supervisor must have a Job ID #. This number ensures that the job was listed through EC3. 4. Students will apply as instructed in the posting. Students will be instructed to contact the supervisor directly. 5. Interview and hire student(s).
Next Steps after Student is Hired 1. Notify Andre Barbosa at firstname.lastname@example.org that the position has been filled so that he may remove the position from EC3. 2. Confirm with the student that the required employment paperwork (M-4 and W-4 tax-withholding forms, I-9 Employment Eligibility Form, and Direct Deposit Form) have been completed with the Office of Student Financial Services. If the student has already worked for
the College previously, the student would not need to submit this paperwork with the Office of Student Financial Services again.
3. Once paperwork has been submitted, complete an online authorization form and input Job ID number (required). http://www.emmanuel.edu/x5745.xml (see page 35 for template). 4. Both the supervisor and the student will receive a confirmation email when all of the paperwork is completed and the student has been approved to work. Students will not show on your Workforce Now list until all paperwork is complete. Please do not allow student to begin working until you have received approval from The Office of Student Financial Services. 5. The employment paperwork and the authorization are then sent to the Payroll Office. Please allow 48 business hours after the confirmation email for the student to appear on your Workforce Now list. 6. Supervisors may use their own system to collect student hours. See page 37 for an sample timesheet.
Entering the Student Worker’s Hours Hours are due by 10:00am on the Monday before payday unless otherwise noted on the payroll schedule. The Payroll Office will lock the pay cycle at 10:00am to process the payroll. When a pay cycle is locked, the system allows supervisors to view the data but they may not make any changes. Please refer to the payroll schedule for specific dates. 1. Supervisors enter each student’s in and out punches for each shift on the student timecard using Workforce Now. See page 14 for instructions on entering and approving hours. 2. Supervisors approve timecards. See page 18 for detailed instructions. 3. Supervisors check for errors and/or exceptions. See page 21 for detailed instructions. Note: To avoid paycheck errors, be sure to verify the hours and department number on each student’s electronic timesheets.
Time and Attendance
First Time Setup with Workforce Now Bookmark Workforce Now 1. Go to www.portal.adp.com 2. Click “First Time User Registration.”
3. Enter XE1-emman-9892 for registration code and click “Next.”
4. Choose “Social Security Number” from the drop down. 5. Enter your Name as it appears on your paycheck. 6. Click “Next.”
7. Enter you contact information. 8. Click “Next.”
9. Enter your security information. 10.Click “Next.”
11. Enter a compatible password. 12. Click “Submit.”
13. Registration is complete. Click â€œClose.â€? Note: ADP will email your User ID to the email address you provided.
Entering hours in to Workforce Now 1. Open the Workforce Now login page, www.portal.adp.com 2. Click “User Login.”
3. Click on “Manager” tab.
4. Click on “Time and Attendance” tab.
5. Click on “Time and Attendance” tab and choose “My Employees.”
6. Click on “Actual” to display the timecard.
7. Enter the time in and time out for each shift. Note: The system will automatically take 30 minute lunch break out of any shift over 6 hours. Be sure you verify the AM/PM
8. Verify and correct the department number. Note: Do NOT alter the 33/34 that precedes the department.
9. Click “’Save and Calculate” to save the time pair. Note: If you click “Submit” the hours will not be processed, will not calculate ½ hour lunch break, and will get a blue error message under the Processing Status Column indicating Unprocessed. After you click Submit and Calculate, the processor will take a few minutes to run, and then the Timecard Manager will be displayed again, showing the status for each time pair.
10.View the status column and correct and errors. 11.Approve the hours. See instructions for approving hours.
Approving Timecards in Workforce Now You can approve timecards in Timecard Manager for each timecard entry on a daily basis or you can wait until the end of the pay period to approve all entries. You will get a Yellow Triangle Status icon indicating Supervisor Approval is needed after clicking Save & Calculate. 1. Verify the hours and totals for each shift. 2. Verify the department number. 3. Select the checkbox in the supervisor approved column beside all the shifts you would like to approve. 4. Click â€œSave and Calculateâ€? again. A status column if processed correctly.
green check mark will appear in the
Note: When approving all shifts entered you can click the checkbox in the Supervisor Approval column directly under the title of the column to approve all shifts at once. See below.
Deleting Rows 1. Select the row to delete by clicking the in the select box in the select column.
2. Click Delete. 3. Click “Save and Calculate.”
Note: A message will display confirming the deletion. 4. Click “OK.”
Status Column Symbol The data on this line cannot be submitted because it contains a validation error. The data on this line has not yet been processed The data on this line has been successfully processed
One or more warnings resulted when the data on this line was processed. Click the icon to view more information. (Warnings are less severe than errors.) One or more errors resulted when the data on this line was processed by Workforce Now. Click the icon to view more information. (Errors are more severe than warnings and must be resolved before payroll is processed.)
Viewing and Resolving Exceptions by Type The Exceptions By Type page provides a simple way for you to view and resolve all of the timecard exceptions of a particular type at once. For example, you may want to view and resolve all "Supervisors Approval" exceptions at one time. 1. In “Time and Attendance”, click the “Home.”
2. Select “View by Type.”
3. Select “Current” or “Next.”
4. Click the type of exception to resolve the errors.
Supervisor Approval Required: Approve any hours that have not been approved yet. To approve them all at once, click the check box under select and click â€œapprove.â€? To view the employees timesheet, select timesheet icon beside the employees name.
Missing Outpunch: 1. Click on the shift you would like to correct.
2. Add the missing outpunch. Note: Be sure to use the correct AM/PM. 3. Save and approve the hours. If the shift was added in error, delete the row.
Shift Overlaps: 1. Click on the shift you are correcting. 2. Edit the in/out punch to the correct times. Note: If the shift overlaps with another department and the hours for your department are entered correctly, please notify the Payroll Office.
Entering Hours from a Past Pay Period 1. Choose a date and time range that the student did not work and enter the time in and time out for the shift not entered. Please refer to instructions for entering hours page 14. 2. Click the yellow “note” icon at the end of the row for that shift. 3. Enter “ from past pay period” and note the dates/times of the actual shift worked. 4. Verify and change the department if necessary.
5. Click “Done” 6. Approve hours. Please refer to instructions for approving hours page 18.
Note: All past hours may be entered as total hours owed for the past pay period as long as there is a note to payroll indicating when these hours (dates and times included) are from. Any current hours being entered must be put on the correct date and time. 24
Printing Reports 1. Choose the “Reports” tab and click “Time and Attendance Reports.”
2. Click “Supervisor Reports.”
3. Choose the report you would like. To print : 1. Click the printer icon to the left of the report. To edit:: 1. Click the pencil icon to the left of the report. 2. Choose timeframe. 3. Choose the fields you would like displayed on report. 4. Click “Preview Report.” to view and print.
User Emulation The user emulation feature allows one supervisor to access the Workforce Now timecard records of employees who are usually the responsibility of another supervisor. This feature is generally used to allow one supervisor to cover for an absent colleague. Each supervisor controls who, if anyone, can emulate him or her. Specifying which supervisors can emulate you: 1. Login to Workforce Now. 2. Click the “Time and Attendance” tab and choose “Home.” 3. Click “Options.”
4. In the Select users who and
can emulate you area, use the
buttons to move names in to or out of the Selected box.
5. Click “Submit” Note: The edit audit trail always logs the ID of the actual individual who changes a record even if that person is emulating another supervisor. If you don't see the employee you would like to emulate in the “Available Fields” list, contact the Payroll Office.
Frequently Asked Questions: Can I hire a student who was not awarded Federal Work-Study? Yes, all students are eligible to work on campus regardless of whether they have Federal Work-Study (FWS). Your Student Employment budget is not impacted by a studentâ€™s FWS eligibility. Students who are eligible for FWS are paid through funding by both the Federal Government and Emmanuel College. Students who are not eligible for FWS can still apply for jobs on-campus; and they are paid directly by the College. Although all students can work on campus, the College has as small number of partnerships with offcampus organizations that are only open to students who were awarded FWS. What is the maximum number of hours students can work? Students cannot work more than a total of 12 hours a week, regardless of the number of jobs a student has. Although there is no limit to the number of jobs a student can have, we encourage you to hire students who are not already employed in other positions. How is the pay rate determined? The rate of pay is determined by the supervisor based on the responsibilities of the job and the years of experience. We encourage you to refer to the Pay Scale Form (available on the Student Employment Supervisor site of MySaints) when determining a jobâ€™s pay rate. Please note that minimum wage is $8.00 an hour and Emmanuel policy requires that students cannot earn more than $10.00 an hour. Are students eligible to receive over-time? No, students are not eligible to receive over-time under any circumstances. Also, students cannot be paid for holidays, sick days, snow days, and/or break time.
How do I get a user id and password for Workforce Now? Please follow the instructions for first time setup with Workforce Now on page 10. When I login it says my password is invalid? Contact the Payroll Office at 617-735-9991 to have your account reactivated. I don't see some of my students listed in Worforce Now. How come? Students must turn in their paperwork before they are set up in payroll. If your student worker has returned their paperwork, please contact the Payroll Office. Please note that students should not begin working until they have returned their paperwork to The Office of Student Financial Services and the supervisor and student receives a confirmation email. How do I know when hours are due? A payroll schedule is given to all supervisors at the beginning of the semester. Email notifications are also sent before each pay date and it is posted on the Student Employment Supervisors portal site. It is important to read these notifications because they often include additional information. What do I do if I miss the deadline for entering hours? All late hours must be submitted in the next pay period. Please be sure to indicate past pay period hours in the note icon on the Timecard Manager page. See page 24 for instructions. The department number listed on the timecard is different than my department. How come? Some students work in more than one department. Please make sure you enter the correct department when entering student hours. Make sure you do not change the 33/34 that precedes the department number.
What is the significance of the 33 or 34 before the department number? The 33 and 34 prefixes are very important because it tells the Payroll Office whether or not the student is work study eligible or not. Do NOT alter this number. I have approved my students time but the “Approved” box is still unchecked. You must be sure to click the SUPERVISOR box and Submit and Calculate. Repeat your approval process using this method. The system seems to be deducting 30 minutes from the students timecard. How come? The system will automatically calculate a 30 minute break for any shift over 6 hours. If the student did not take the 30 minute break, you must select “No lunch” in the “Out Type” column. My student worker signed up for direct deposit and did not get paid. Students receive a paper check for their first check before direct deposit begins. Checks are sent to their campus mailbox after noon on Friday pay days. How often are students paid? Students are paid bi-weekly on Fridays. My student is not able to view their check stubs. How come? Students who are receiving direct deposit can view their check stubs through iPay. Please see page 32 for instructions. What is the process for terminating a student? As a supervisor, you want to give each student employee the opportunity to succeed. However, if you are dissatisfied with your student employee’s performance, a verbal and written warning must be issued prior to termination. In the event of an unlawful act conducted by the student employee, verbal and written warnings are not required. We encourage you to contact the Human Resources Office at X5991 should you have questions regarding the termination process. 30
How to Access iPay Statements Your pay statement and annual W-2 is accessible through an on-line application called iPay. Our payroll company, ADP, maintains this web site. You first have to register and then you can access your own payroll information whenever it’s convenient for you. 1. 2. 3. 4. 5. 6.
Go to http://paystatements.adp.com Click on “Register Now”. Enter the Self Service Registration Pass Code which is: XE1-emman-9892 Enter your name and Social Security number (next). Key in your email address and phone number (next) Key in your city of birth and select and answer two security questions.
You will be assigned a login. Please make a note of it. Then you must create a password. Your password must contain between 8 and 20 characters and at least one alpha and one numeric character. Please make a note of that too. You are now done with the one-time registration. Once you have completed the registration process, you may access your pay statements at https://paystatements.adp.com You will login with your assigned User ID and the password you created. In addition to viewing your pay statements and W-2’s the website offers the ability to perform “what if ” scenarios using the financial tools. For example, what will the net affect be to my take home pay if I increase my retirement plan contribution or how much Federal tax will be withheld if I change my exemptions? We also strongly encourage you to set up the email notification feature (Change Your Notification Options) so you will receive an email when your next pay statement is available.
Job Notification Form This form can be found on the Student Employment Supervisors Teamsite on the portal.
Student Authorization Form This form can be accessed through the following link: http://www.emmanuel.edu/tuition_and_aid/web_forms/
2012-2013 Pay Scale Chart A student's hourly wage will be determined by the following chart. The salary is based upon the level of the student's position and the number of years the student has been in that position or a similar work experience. Example: a student who has worked for Emmanuel College as a Data Entry Clerk (Level II) for the past three years would be paid $8.75 per hour. Number of Years in Position
Student employment positions at Emmanuel College should be categorized by one of the following levels. Please review each level and choose the one which best fits the position. All job descriptions must include a level. Level I
Entry level clerical positions which include basic office skills and duties; answering phones, filing, typing, copying, mailings. Example: Office Assistant, Desk Attendant, Receptionist
Requires skills and experience developed through training; Responsible for an aspect of a program. Example: Data Entry, Word Processing, Telemarketing, Library Assistant, Maintenance.
Requires extensive knowledge and advanced proficiency, an ability to work with little or no supervision, entrusted with confidentiality. Example: Lab Assistant, Tutor, Research Assistant
Supervisory positions, responsible for the success of an entire program, responsible for ensuring safety of others. Example: Supervisor, Computer or Lab Technician, Intern
Please Note: The most current pay scale chart can be found on the Student Employment Supervisors Team Site on the Portal.
Student Timesheet This form can found on the Student Employment Supervisors Team site on the portal.