"Data Entry Job Listing"
2007-2008 Federal Work-Study Program Karen Bailey Assistant Director of Financial Aid Student Employment Office Jennifer Ward Senior Secretary Student Employment Office What is the Federal Work-Study Program? Federal Work-Study (FWS) stimulates and promotes part-time employment opportunities for students. The federal share of a student’s wage is 70%, while the institutional share is 30%. A work-study student is limited to earning 100% of his or her FWS award amount (the 70/30 split is used for accounting purposes only). Hours & Schedules FWS students are permitted to work a maximum of 20 hours per week during periods of enrollment and 40 hours per week during breaks and holidays. To ensure students do not exhaust their award within the first few weeks, use the formula in the handbook: Award Per Semester ÷ Pay Per Hour = Eligible Working Hours Per Semester Eligible Hours ÷ Number of Weeks Per Semester = Suggested Hours Per Week EXAMPLE: Student awarded $5000/year, $2500/semester in FWS aid. Position pays $12/hour. $2500 ÷ $12 = 208 hours student can work per semester 208 hours ÷ 16 weeks in the semester = 13 hours/week Please Note! Students are allowed to be employed in only one FWS job at a time! Exception: Students are able to work two FWS jobs if one is the Emory Reads program, part of the America Reads Challenge. Students are able to work a FWS job in conjunction with a non-FWS job (a position with 100% departmental funding). Qualifications for FWS Employment Must be enrolled for at least 6 credit hours as a regular, degree-pursuing student Must maintain satisfactory academic progress as defined by the OFA Must be either a citizen or permanent resident of the U.S. Must have financial need Please note that students’ work-study awards are subject to change, and in some instances are decreased or canceled mid- year. The decision to award work-study funding to a student always rests solely with the Office of Financial Aid. In the event that a student’s award is decreased or canceled, the department will be responsible for 100% of earnings outside the modified award. 3 Components of FWS Hiring MonsterTrak OPUS Kronos MonsterTrak An accurate MonsterTrak job listing is required for each FWS student worker. Hiring Managers are not authorized to hire a student in OPUS prior to the job posted in MonsterTrak being approved by the Student Employment Office. To access MonsterTrak, login through the Student Employment webpage: www.emory.edu/FINANCIAL_AID/student_employment/employer-login.php MonsterTrak Login Login using the direct phone number of the main departmental contact person for FWS, using hyphens. Example: Student Employment would use 404-727-6030 Your password is your 4-digit departmental account number. Example: Student Employment, department number U196000, would use 1960 Select type of job. The options are Manage your job listings here. “On-Campus EMORY UNIVERSITY Student Employment (Non-Work Study)” and a new Work Study job “Work Study”. Active Jobs: (no jobs) Make your Pending Jobs: (no jobs) selection and click Inactive Jobs: (no jobs) the Create button. Jobs in the Holding Bin: (no jobs) the selected job Placement Data for the selected Job the selected Job with a new Job ID Work Study Entry Type to the selected Job The contact information defaults to the main contact person for the department, Mandatory fields are marked in red with an asterisk(*). but can be changed. EMORY UNIVERSITY In the job description section, all boxes CONTACT INFO must be filled out – not just the ones in red. Name: Title: Job title: a real title, such as “office Division: Phone: assistant,” not “work-study student.” Extension: FAX: Address: Address 2: Job reference: name of your department City: Zip: Openings: may use one MonsterTrak State: Georgia listing for multiple jobs, for example “4” JOB DESCRIPTION * Job Title: Job type: always select part-time Job Reference: Openings: Job category: always select Education, * Job Type: (select below) Training, and Library * Job Category: (Select Below) Job Sub-Category: Job sub-category: always select To make multiple selections within a list, hold down the Control key (Windows) or Administration – Post Secondary Command key (Mac) while Job city: always Atlanta selecting the desired items. Job City: Atlanta Job State: (select below) Job state: always Georgia Job State: (select below) Job state: always Georgia Job country: always United States Job Country: (select below) On/Off Campus: On-Campus How to Apply On/off campus: always select on-campus Start Date Semester Available Fall Winter How to apply: phone, fax, or email Spring Summer Start date: type the actual date the student will start working, such as “09/01/2007” When to Apply Days / hours & duration of job: Salary: Semester available: fall, spring, summer Email: Website Address: http:// When to apply: type a date or “ASAP” Company Description: (40 lines max, use return to end lines) Days/hours & Duration of job: type “flexible,” “as set by employer,” and/or “not to exceed 20 hours per week” Salary: type and actual amount or range, such as “$9.00/hour” or “$7.50-$9.00/hour” Email: contact’s actual email address Website: type an actual web address Company description: state the purpose of the position - “The Financial Aid Office Qualifications: (40 lines max, use return to end lines) assists students in receiving federal and some…” Qualifications: (40 lines max, use return to end lines) Qualifications: state the minimum qualifications a student must have to obtain the position, for example “Undergraduate. Will train.” Duties and responsibilities: state the job duties a student will be expected to perform, such as “filing, preparing mailings, data entry…” Employment type: select “Off-campus work * Duties & Responsibilities: (40 lines max, use return to end lines) study,” “On-campus non-work study,” or “On-campus work study.” Post listing on: date job listing will be visible Remove and archive listing on: date job listing will no longer be visible. Remember to remove and archive once position is filled. Off Campus(Work-Study) Preview your job and check for errors before Employment Type On Campus (Non-Work Study) On Campus (Work Study) * Post Listing On: Month: Day: Year: submitting the listing to the holding bin. * Remove and Archive Listing On: Upon approval from the Student Month: Day: Year: Employment Office, the listing will move from the holding bin and become active. before final submission and return to Job Listing Active Jobs: can be viewed and applied for Manage your job listings here. by students EMORY UNIVERSITY Student Employment Pending Jobs: approved jobs waiting for the a new Work Study job “Post listing on” date Active Jobs: Inactive Jobs: cannot be (no jobs) viewed or applied for by Pending Jobs: (no jobs) students Inactive Jobs: (no jobs) Holding Bin: awaiting Jobs in the Holding Bin: approval by Student (no jobs) Employment Office the selected job Placement Data for the selected Job the selected Job with a new Job ID Work Study Entry Type to the selected Job Manage your job listings here. EMORY UNIVERSITY Student Employment Work Study a new job Active Jobs: View/Edit: change existing jobs, (no jobs) archive filled jobs, etc. Pending Jobs: Submit: placement data for job (no jobs) Inactive Jobs: Duplicate: creates a copy of (no jobs) selected job with new Job ID Jobs in the Holding Bin: (no jobs) Change: change between FWS job and non-work study. the selected job Placement Data for the selected Job Delete: totally removes job from the selected Job with a new Job ID the system. Don’t use this! We Work Study need all jobs archived for auditing Entry Type to the selected Job purposes. Instead, if a job is filled or no longer available, view/edit job and change the remove and archive listing date. MonsterTrak Now you know how to create, edit, and archive job postings on MonsterTrak! Once you have created your finalized job posting and submitted it to the holding bin, you can expect the Student Employment Office to have the job active within two business days. If you need help with anything related to MonsterTrak, please feel free to contact the Student Employment Office. Hiring a FWS Student Students must not begin to work prior to: The hiring manager having entered the student into OPUS, and an OPUS approval having been received by the hiring manager. All hiring paperwork having been been completed, routed to, and received by Human Resources Data Services, with approval email sent from Data Services to the hiring manager. Hiring Paperwork First time FWS students will need to complete the I-9, tax forms W-4 and G-4, and a Direct Deposit form. The hiring manager will hire the student via OPUS and send the paperwork directly to HR Data Services with an OPUS cover sheet. Rehired students must complete tax paperwork and an I-9 if they have not been employed at Emory for 120 days or more. Hiring Paperwork The Direct Deposit form must be submitted with a voided check. If a student refuses to use Direct Deposit, please call the Payroll Office to discuss Cash Pay options. To employ a student under 18 years of age, an Age Certification Form was required to be submitted to the Student Employment Office historically; however, due to changing regulations, please contact Data Services for current instructions. Kronos The Kronos Workforce Timekeeper System is a web-based application used to track employee time and attendance. Students are responsible for clocking in and out of Kronos by dialing 3-6666 at the beginning and end of each shift. It is suggested that a designated phone line be specified for students to use for clocking purposes to help avoid possible time fraud. Informal timesheets (handwritten) should be kept as a back-up in case of issues with the Kronos program or forgotten clock ins/outs. If a student forgets to clock in or out, he or she must notify the timekeeper. Kronos Instructions Students are identified in Kronos by a 9-digit ID number, consisting of a student’s 7-digit employee ID number plus a 2-digit record number. Students with multiple jobs will have multiple record numbers. Please be sure students are using the correct number for each job. To clock in or out, students call 3-6666 from their designated phone line, then enter the 9-digit number, followed by a “1” to clock in and a “9” to clock out. Students may check their hours worked by calling TSIS (Time Status Inquiry System). Kronos Instructions Each student will be given a Kronos information card by his or her timekeeper. The card will include: The student’s 9-digit ID The name, phone number, and email of the timekeeper Instructions on clocking and checking hours worked The phone numbers for Kronos and TSIS Important Notes about Kronos Kronos rounds to the nearest 15 minutes, based on 7.5 minute intervals. For example, 9:07 would round to 9:00, and 9:08 would round to 9:15. Students working 6.5 or more consecutive hours on any given day must show a 30 minute break for that day. When hiring a student in OPUS, you may adjust the Pay Configuration option to automatically deduct a 30 minute, 45 minute, or 1 hour lunch once the 6.5 hour limit is reached. Please remind students that they are required by law to have this break! Students working non-traditional hours and weekend hours must send an email to their supervisor and cc the Student Employment Office prior to working these hours. Important Notes about Kronos Student employee numbers are confidential. No one should clock in or out for another person. If a student makes a mistake while clocking, they can either hit the * key twice or simply hang up before the thank you message. When a student misses a clock in or clock out, Kronos will send a notification email to the student’s email address automatically. Please advise students to check their Emory email accounts regularly! Timekeeper Responsibility Work with HR Reps to provide proper pay rules and pay codes Help resolve disputes Monitor timecards Edit timecards as needed Communicate with supervisors regarding edits Approve timecards Run, print, and file reports Train new student employees Ensure compliance with FWS Timekeeper Responsibility Daily: Edit punches on timecards Record approval of edits Fridays (1st week of pay period): Run pay report and review Fridays (2nd week of pay period): Continue resolving errors Payroll Mondays: Make final edits and record approval Approve timecards by 12:00 noon Run, print, and file final pay report Student Wages Use these pay scales as a guideline - the decision is at the discretion of the supervisor Returning students should have increased responsibility and pay Provide a career ladder for students and incentive to excel. Undergraduate Payscale Pay Level 1 = $7.50 Pay Level 2 = $8.00 Pay Level 3 = $8.50 Pay Level 4 = $9.00 Graduate Payscale Pay Level 5 = $11.00 Pay Level 6 = $11.50 Pay Level 7 = $12.00 Pay Level 8 = $12.50 Maintaining FWS Files Proper label OPUS address page OPUS summary page Data Services approval email MonsterTrak job listing Evaluations Kronos Pay Report and Manual Timesheet for each pay period Misc. communications with student and/or Student Employment Office Must store files for 3 years! Monitor Earnings Once a student has earned the entirety of his or her FWS award, the department is responsible for 100% of all subsequent earnings. Student Employment will send out a letter once a student is within $400 of his or her maximum. It is the supervisor’s responsibility to closely monitor earnings to ensure student does not exceed maximum. Use the suggested hrs/wk formula to pace earnings Track earnings using supervisor spreadsheet from CD Have student track award using timesheet packet Once maximum is reached, student must be terminated from the FWS position. Departments have the option to rehire student into a non-FWS position and thus pay 100% of the student’s wages. Other Notes Increased awards: Please contact the Student Employment Office to determine eligibility. Evaluations: Must be completed by the supervisor at the end of each academic year and at the time of termination. Please file in the student’s FWS file folder departmentally. Please do not forward to the Student Employment Office. Terminations Changing FWS Assignments Student email supervisor and cc Student Employment Office. Terminate the student, then notify student once process completed. Termination must show in Data Services before new department can hire student. Involuntary Termination Should give student two weeks notice. Exception: Extreme policy violation calls for termination without advance notice and immediate notification to Student Employment. All involuntary terminations should be reported to Student Employment by completion of Evaluation Form. Appeals/grievance procedures which cannot be resolved between student and supervisor must be handled by the Student Employment Office. Equal Opportunity Emory’s Equal Opportunity policy applies to all University employees, including student employees. Student Employee Rights Info regarding award/pay/hours A specific job description Defined work schedule Adequate training Safe/sanitary work environment Supervision and review of work performed Explanation of clocking and pay procedures A missed work policy A procedure for expressing concerns Student Employee Responsibilities Learn student employee policies Understand responsibilities and standards Arrange a work schedule and adhere Notify supervisor immediately regarding missed work Accurately document hours Perform tasks efficiently and timely Inform the Office of Financial Aid of changes in financial situation, a second job, or irregularities in the award or earnings. Supervisor Responsibilities Adequately inform students regarding hours, workload, policies, employment duration, and pay. Complete hiring/termination process in a timely manner. Do not allow students to work until authorized to do so Discuss any performance issues Proper timekeeping Annual evaluation of each student Monitor earnings of FWS students to ensure maximums are not exceeded Terminate student once maximum award is reached. Final Notes FWS students may not displace regular employees. FWS jobs may not be religiously or politically involved. Any change of personnel (timekeeper, supervisor, etc.) must be reported to the Student Employment Office. FWS students do not accrue sick/vacation, are not paid for holidays or overtime, should not work more than 20 hours per week during enrollment, and should not work outside normal business hours. FWS are covered under Worker’s Compensation and the University’s auto policy (need valid license/permission). FWS students may start working on the first day of class and end working on the last day of finals for the school of enrollment. A student may need to stop working early if his/her work-study award is exhausted before end date. Thank you for joining us today!