Aaron, please line this under the Graduated undergrad/Graduate:
SEAS Office of Minority Programs (OMP)
Appt/ Timesheet/ Schedule
1. Procedures for Hiring, Rehire, Revising OMP student employees
A. Hiring Criteria: (HR Regulated)
During A/Y must maintain at least 2.50 GPA
And not work more than 10 hours per week.
Summer GPA min. 2.0; may work up to 40 hours
Per week, but only with Director’s approval. No
Overtime.
B. 1st Rule of Thumb”, to have request form in it’s completed form at least “2” pay periods prior to due date of timesheets (OR 30 days).
C. Appointment Form:
Each section needs to be completed legibly. No omissions, the form may be downloaded on white paper. The start date of the appointment must be understood by the student. They need to complete their payroll forms, with “3” days of that initial hire date.
D.Please instruct Student of the following:
Office Hours: In order to meet the Main Payroll’s deadline Phyllis M. Bibb’s office door will be closed for assisting in completing any type of documentation o the day and 2 days following deadline day. Any Payroll forms NOT timesheets may be dropped off I mail baskets adjacent from Office door.
E. Required Student Employee forms:
To be completed at the Budget Office , Rm A205, See Mrs. Phyllis M. Bibb unless non-core Grader; see Dept. Secretary.
1. I-9: The Federal Law “The Immigration Reform & Control Act of 1986 (IRCA)”, requires that employers examine documents on all new (& any prior if a lapse in employment of 6 months). This is to verify identify, U.S. citizenship or the authorization of aliens to be employed in the U.S. They are required t complete the form I-9 to attest to the verification. Also proper original forms of I.D.* must be available for record photocopying.
2. Tax Forms Required Federal (W-4) & State (VA-4)
3. OR if not U.S. citizen will be sent to Tax Specialist
4. Direct Deposit Form (Mandatory)
Selective Service Compliance Form (Required for Males only)
Failure to complete this procedure will preclude the person being employed without exception. If the required documents are not available the student MUST NOT
WORK.
D. RATE Schedule
Min. $5.15-$13.76 determined by
Director and the allowable Budget
*
2. Student Office Workers (HR Regulated)
Procedure (A) Call or email to have this status
Qualified. Mrs. Phyllis M. Bibb ((434_924-3594 or
Pay rate Based on job (range $5.15 - $13.76)
(Technical range: $12.27-$21.96)
(Student Required forms)
3. Work study: (HR-Registrar-Financial Aid Regulated)
Procedure: Hiring Department must make request in Month of April (Spring prior to Fall Semester needing assistants). The Jobs will be posted. In August or Fall Semester requested former students may return to prior jobs per completion of their paperwork in Spring of that year. The students will drop in for an interview the 1st or 2nd week of the beginning of classes to arrange working schedule. If agreed to hire; the student must present the supervisor a FWS Award Authorization Voucher. This in turn MUST be forwarded to Phyllis M. Bibb in the Budget Office in order to place the individual on the payroll system.
ALSO
A. Please instruct Student(s) of the following:
Office Hours: In order to meet the Main Payroll’s deadline Phyllis M. Bibb’s office door will be closed for assisting in completing any type of documentation on the day and 2 days following deadline day. Any Payroll forms NOT timesheets may be dropped off in the mail baskets adjacent from Office door.
B. Required Student Employee forms:
To be completed at the Budget Office , Rm A205, See Mrs. Phyllis M. Bibb unless non-core Grader; see Dept. Secretary.
· I-9: The Federal Law “The Immigration Reform & Control Act of 1986 (IRCA)”, requires that employers examine documents on all new (& any prior if a lapse in employment of 6 months). This is to verify identify, U.S. citizenship or the authorization of aliens to be employed in the U.S. They are required t complete the form I-9 to attest to the verification. Also proper original forms of I.D.* must be available for record photocopying.
· Tax Forms Required Federal (W-4) & State (VA-4)
· OR if not U.S. citizen will be sent to Tax Specialist
· Direct Deposit Form (Mandatory)
· Selective Service Compliance Form (Required for Males only)
Failure to complete this procedure will preclude the person being employed without exception. If the required documents are not available the student MUST NOT
WORK.
4. GRADERS: (Provost Regulated) (A/Y ONLY)
Graders are charged to Departments state accounts. (Core Dean’s office account). Graders are assigned per semester. They may be re-instated in Spring. The Budget Allotment given in the Fall will determine the remaining balance for the Spring. The Departments will determine the allotment from their total amount of OTPS Budget. (This is given by the Dean of Finance & Budget, Mary Smith) This amount needs to be communicated to Phyllis M. Bibb SEAS Budget for reconciling purposes. StudentsRequiredForms deposit, selective service and compliance form with Mrs. Phyllis M. Bibb, RM A205/Thornton Hall.
The **rate of pay is based on Student’s year placement. Graduate students performing work normally done by an undergraduate will be paid $7.00. The total hours will be worked over the “4” month “FALL and then SPRING” semester. Payments are determined by hours submitted on timely submitted bi-weekly timesheets.
Paychecks will be available, when ALL the pertinent paperwork has been submitted and approved. REMEMBER the downloaded timesheet can only be submitted for that pay period to be paid on time. If submitted late; HR will be handling the payments. These late payments will be placed in their pool of other late payments and paid as soon as “they are able”. The earning statements will be mailed to the address filed on the tax forms.
REMEMBER: Social Security (FICA) exemption applies if; undergraduate is registered for at least 6 semester hours/graduates 9. During the A/Y the Engineering School permits 10 hours undergraduates/20 hours graduates per week, otherwise approval needed by Undergraduate and/or Graduate Programs Dean.**Pay Rates for Graders effective for, 9/1/02
· 1st Year – 2nd Year Undergraduate………………………….$6.00
· 3rd Year – 4th Year
Undergraduate………………………….$7.00
In consideration of the time frame all paperwork should be submitted to Mrs. Bibb by: the end of the 1st week of September (for the FALL) and the beginning of the 3rd week of January (for the Spring). This will ensure the timely setting up the Graders prior to them submitting their hours to their appropriate timekeepers.
If you have any questions, please do contact Mrs. Phyllis M. Bibb at (434) 924-3594 or email
5. GRADUATE ASSISTANTS: (Provost Regulated)
Hiring Criteria: Call Mrs. Phyllis M. Bibb before downloading for to learn if this “gray” area of Graduate hiring applies.
(Students Required Forms)
6. SEAS Graduated Undergrad/Graduate: (Provost Regulated)
Hiring Criteria; Call Mrs. Phyllis M. Bibb before deciding this status for your student.
(Students Required Forms)
7. Classified Hourly Wage: (HR regulated)
/Non-salaried classified employees/
Paid per submitted timesheet. Limited to 1500 hours per 365 day period. If this type of hire is needed you will need to email with the following information: (you may download the form & email)
· PTAEO
· Period of needed employment (work week hours)
· Job description
· Supervisor’s name
· Suggested pay rate. (7% fringe rate)
This hire will be ran through Human Resources. Referrals will be mailed out to the Department as requested.
8. Temporary Employment: (HR regulated)
This type of hire is needed for those that do not have student status and will be employed for ONLY a temporary period of time. In pay rate is assigned by HR (but a suggested rate may be given). In addition to the pay rate the Department will be billed 14.5% (includes fringe & admin.fees from HR Temp office)
This type of employment is limited to 1500 hours per 365 day. It is renewable.
Paid by submitting a completed timesheet to the Departments timekeeper.
If this type of hire is needed you will need to email or download the form & email with the following information:
· PTAEO
· Period of need for employment (work week hours)
· Job description
· Supervisor’s name, address, & Phone number
· Suggested Pay rate
You may place a request for the need of a temp. hire or if you have someone in mind in this manner. Phyllis M. Bibb will be in close contact relating to the hire.