HR Liaison Meeting Minutes

August 16, 2017

HOLT 170

9:00AM-10:00AM

Student Job Titles and Hiring Students – Kristen Curtis

Key Words: Student Assistant, ISA, TA or GA?

Employment only recognizes the above mentioned titles.
Does not recognize Mentor, Tutor, Grader, etc.
Below is an example of what you can provide your student with to take to Employment to fill out paperwork:
Please take this slip to the Human Resources office, Kendall Hall Room 220 and let them know you need a new hire packet for a Student Assistant. You will need to bring certain forms of identification with you, the most common are an unexpired Passport OR a combination of a photo ID (driver’s license or Wildcat Card) AND original Social Security Card. Once you fill out the packet and turn it into Human Resources you will be given a ¼ sheet of paper authorizing you to work. Please return this sheet of paper to the department.
Change the wording in red to match with the position the student is being hired for (Student Assistant, TA, GA, ISA) etc.

Hiring Students

Students will go to Rm 220 to collect and fill out new hire paperwork.
Please provide the student with a list of the valid documents they can bring, it is on the second page of the I-9.
All documents must be valid (not expired) and originals (not copies, faxes, etc.).
If a student needs to request an additional copy of their SS Card they can do so at the Social Security Administration office. They will be given a receipt and we can use that to verify their I-9 for up to 90 days. They still need to return to our office once they receive their original SS Card. The receipt is a temporary placeholder and they cannot work past the 90 day expiration.
Once all the new hire paperwork is complete, the student will be given a ¼ sheet of paper letting them know they are all set to start. This slip is meant to be passed on to their Supervisor to let them know they can start working.
If the second box is checked off on the ¼ slip of paper, it means that the student brought in a receipt of the SS Card and they need to bring in the original within 90 days.
They will not get paid past the date on the slip of paper.

Group Hiring

Will come to you for group new hires of 5 or more.
Any type of student employee.
Contact number - extension 4664.
Need at least a 3-4 day notice for planning purposes.
Send list of new hires including names, Student ID and stating whether they are Student Assistants, ISAs or GAs.
Before the group hiring meeting, give them a list of the acceptable documents they will need to bring:
SEA Forms
Please go over the SEA form once it has been completed to verify all necessary signatures have been collected.
If any of the boxes on the left are checked off, the form requires a students signature.
If the rate is $11.50, the form must have been sent to Student Employment first and must have Megan Odom’s signature once it arrives at Employment.
Failure to do so will result in the SEA being sent back to your department.
Training for Student Employment Hiring Process
August 24th in Colusa 100B from 2:00PM-4:00PM
Sign up in DTS:
Training will cover everything from Jobcat numbers to completing paperwork with Employment.

ASA I and ASA II Recruitment Pools

Employment has created two new Eligibility Lists specifically for ASA I and II positions. For information, please visit our website on the Process to Utilize the Clerical Pool Eligibility List. To view the job announcements please visit the Administrative Support Assistant I and Administrative Support Assistant II job postings.

Financial Aid and Unofficial W2s- Christina Linton

Student Financial Aid Office can no longer accept “unofficial” Year to Date Wage & Income Information previously provided by the Human Resources (payroll) Department.
For purposes of completing the verification process for student awards (including Federal Work Study awards) the
Per federal regulation, wage information must come from an official source document provided either from the State Controller’s Office or from the IRS.
A link to the state’s standard Form 436 is on the HR website at the following link:
In some cases students may be required to pay an $8.50 fee for a duplicate W2.
Students can also request an IRS Wage and Income Statement by mail using the IRS Form 4506-T. The link to this form is:
The Wage and Income Statement provided by the IRS is free of charge and shows data from information returns they receive such as Forms W-2, 1099, 1098 and Form 5498, IRA Contribution Information. This transcript type is available for up to 10 prior years using the Form 4506-T.
In many instances students may have earnings from more than one employer, therefore the IRS Wage and Income Statement can be a better option for students needing income information from multiple employers and not just from CSU Chico earnings.
Other than directing students to duplication W2 information sites, students with further questions or inquiries regarding their financial aid status or the verification process should be directed to contact either myself (x6451) or come by the financial aid office for assistance.

Workers Compensation and Medical/Family Leaves- Gloria Godinez and Sean Rough

Workers Compensation

On the job injuries need to be reported as soon as possible.
Follow the First Steps After a Job Related Injury Occurs procedures.
OSHA 301 is mainly to gather information on how and when the incident occurred and whether the employee will be seeking medical treatment.
Once it has been completed to the best of your ability, fax or email it to the Workers Comp office. You can send the packet without signatures if needed, but they need to be collected soon after.
The employee MUST take the third page of the OSHA 301 with them when seeking medical treatment. Failure to do so will result in them being turned away at the medical facility.
This form is required to be submitted to a third party administrator within 5 days of the incident.
Keep in mind, our Workers Comp office needs to time to process before sending it off.
The DWC-1 form should be provided to the injured employee within 24 hours of the incident.
Once you have informed the Workers Comp office of the incident, they will provide a form to the employee.
The form will basically allow the employee to state whether they will medical attention and/or whether they will seek benefits through Workers Compensation.
If the employee chooses not to seek medical attention, the form still needs to be provided to them.

Medical/Family Leaves

If an employee is out for 3 or more days, please contact the Leaves and Workers Comp Office and they can send out a Notice of Eligibility for Medical or Family Leave.
Example: If you are aware someone in your office will be having surgery and will be out for several weeks, just let the Leaves and Workers Comp know and there is nothing else required of you.
This will allow them to receive the Notice of Eligibility for Medical Leave and they can decide whether it is needed or not.
This also includes having to be out to care of a sick family member, adoption and having a child.
If your department has not seen a Notice of Leave from the Leaves and Workers Comp Office, then it is likely that they are not aware the employee is or will be out.
If the Leaves and Works Comp office does not know then Payroll does not know as well. This will affect the employees pay and will require adjustments.
We would like to be as proactive as possible!
The Notice of Leave is sent to the specific department and the Payroll department.
It includes the dates the employee will be out, the accruals they are eligible to use, the benefits they need to be applying for, etc.
The Master Payroll Attendance Clerk for each department should then also ensure that an absence report is accurately filled out and turned in to the Payroll department as needed.

Compliance Training for Students- Bev Gentry

Students are required to take about 4 hours of training.
We depend on you to encourage them to fulfill this requirement.
Simple way to know whether your students have finished their training:
Run a report!
Even easier, have the student log in to show you (hopefully) all green bars,
Red bars means they have yet to finish that training.
Training can sometimes work with up to two third party administrators.
This means that you might not always see exactly how much progress has been made until the training has been completed.
Title IV training requires that you fill out the certificate of completion regardless if you plan to print it out or not. Failure to do so results in the system failing to show training as complete.
Training announcements are now included in the daily announcements to avoid sending out too many emails.
You can also find them on the DTA website:
If you would like a more thorough, description of the course, log in and look at the At a Glance calendar.

Fee Waiver Changes

There is a new process for applications as of June 1st.
Caveat and deadline changes.
For spring, you have to apply now!
You should be applying about 10 months before the start of the semester you would like to begin in.
This includes dependents as well.
If you or you dependents have already been admitted, you will not be affected.
There will be a session in October to go over the new changes and requirements.

Student Bridge Program- Alison Christensen

Student Bridge Classification ends today, 8/16/17.
Students exempt from Student Bridge Classification include students enrolled in summer sessions and NRA students.
These exempt students only need one timesheet for the month of August (8/2 – 8/31)
If a student does not have Verification of Enrollment (VOE) form turned in for summer enrollment and worked from 8/2 – 8/16, they have to have Bridge position.
Students working Bridge positions and regular positions in the month of August will require two timesheets.
Summer Bridge 8/2/17 – 8/16/17, Regular Student Assistant/Work Study 8/17/17 - 8/31/17
8/1/17 was included in the July pay period. Please do not remove those hours.
Never manipulate previous data, the system is savvy enough to pick up the correct hours in the approval process when the appropriate dates are chosen
Our dates will not include that day once the time is processed and they will not be paid twice.
Bridge appointments are terminated all at once via a mass termination process, you do not need to turn in anything for this.
Refunds for the retirement funds deducted from the student’s checks while working Bridge positions can be requested beginning December.
There is a link on the Bridge form on how to proceed.

Payroll Reminders

Generic processing time is 5-10 business days.

The payroll department will usually exceed that, and process documents in 2-3 daysLate August, September and early October is extremely busy for us, so our processing time is closer to those 5-10 days.
Please give the Payroll Office 10 business days from when you submitted a form before inquiring about it.
Please utilize the system, once it is entered you will be able to view it in Job Data.

AMSS

We hope you can send out a reminder to your department regarding those AMSS deadlines that are all reflected on the Campus Calendar.
If there is someone going on vacation the first week of the month, remind them to enter their AMSS before leaving.
This prevents Payroll from having to contact their Supervisor to enter on their behalf.
Same for the actual Approvers for the department, if they will be out of the office, they should have someone to approve for the department on their behalf if they cannot do so remotely.
All schedules have been transitioned back to the regular schedules, Monday through Friday same number of hours each day depending on timebase
Please go into the Job Data folder in Insight, and run the Schedule View report to see what schedule Payroll currently has for your employees.
This report should be ran at least once a semester.
If there is a discrepancy, please let Payroll know so it can be updated.
NWS form will be required for any changes
This will allow the employee to avoid having to manipulate the system when entering hours.

TimeSheet Tool

If you have already been migrated to Box, you cannot save the TimeSheet Tool in box.
You still need to save it to your desktop and it cannot be currently backed up.
HRIS is currently looking for a resolution and will report back with more information.

Job Roster Report

This a great time to run this report and verify that everyone on it works for you.
Please verify that they do not have an expired end date and that there rates are correct.

Student Employee Separations

Effective 9/1/17, student appointments will be terminated using the Separation Report in Insight.
The SEA will no longer be used for terminations.
You can find the Student Separation Report Guide at

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HR Liaison Meeting Minutes