Hiring Graduate Assistants and - PowerPoint Presentation

Slide1

Hiring Graduate Assistants and

Fellows

February 23, 2016

Janet Malphurs

jmmalph@ufl.edu

Katie Davison

ktwilson@ufl.edu

Dinah Delhomme

delhommedinah@ufl.eduSlide2

Post-doctoral Fellows

are… Not Students – already have the degree Non-employees – have a row in job data BUT paid through additional pay

Pre-doctoral Fellows are… Students – must be registered with required number of hours (biweekly or lump sum appointment) Non-employees – have a row in job data BUT paid through additional pay

Graduate Assistants are… Students – must be registered with required number of hours (per FTE totals) Employees – will have a row in job data Members of a bargaining unit (GAU) – minimum salaries set by GAU, Provost, and Grad School

Definitions

Student Assistants

are

…

Students

–

degree seeking and enrolled at UF at least half-time

Employees – will have a row in job dataSlide3

FYI

There are three categories of Academic Personnel that are often confused:Pre-Doctoral FellowsPost-Doctoral FellowsPost-Doctoral Associates—or “Post Docs”

We will discuss these categories today!

Attend “Guide to Faculty Appointments, Recruitment, and Hiring for UF Administrators” for more informationSlide4

ALWAYS ASK!!!

When you are asked to enter an ePaf for a Graduate Fellow, always ask …Will this student be working?!If yes:Graduate AssistantIf no:Pre-DocFellowSlide5

Graduate AssistantsSlide6

Graduate Appointment

Where does appointment process fit in?Integral part of the Admissions processStudents with funding must receive a letter of admission with specific informationStudent acceptsHiring process starts with information sent BEFORE the start of the termStudent arrives and department ensures that all paperwork has been signed.Slide7

Letter of Admission/Appointment

Contract between student and departmentMust include all items in template –cannot be modifiedCurrent sample appointment letter and admission letter at: http://hr.ufl.edu/manager-resources/recruitment-staffing/academic-personnel/graduate-assistants/Admission Letters should be sent as early as possibleApril for Fall semesterOctober for Spring semesterSlide8

Visa Information and Deadlines

Visa TypeCategoryUse ofEligibilityStart ProcessLength of StatusF-1On-Campus EmploymentOptional Practical Training (OPT)Temporary employment during or after completion

of academic programOn-Campus: valid F-1 statusOPT: directly related to field of study Study in US: 4-5 months prior to start of studiesOPT: 3 months before graduationSTEM OPT: 4 months before standard OPT exp dateOn-Campus: through duration of studies up to 20 hrs/wkOPT: up to 12 consecutive months w/ possibility of ext for STEM majorsJ-1Researcher, Professor, Short-term Scholar, Student Intern, Exchange students, non-exchange/ non-degree seeking studentsResearch & Teaching,Degree required internships,Academic training & internshipsLetter of invitation from UF dept to teach/research

Requires a job offer. Work must be related to field of studyStudent Intern: 3-4 months before requested start dateStudents: 30 days before start-date for academic trainingStudent Interns: 12 monthsDegree-seeking: duration of academic program. Academic training up to 18 months w/ possible extensionhttp://hr.ufl.edu/wp-content/uploads/instructionguides/ForeignNationals/UFVISACategoryInformationChart.pdfSlide9

Hiring Process

Starts with Letter of Admission/Letter of Appointment for Graduate Assistants and the Memorandum of Understanding for FellowsEnds when appointment is terminated – termination date is to be at the end of the semesterSlide10

Hiring Process

Communication between faculty and department HR staff is very important!Ensure that department staff is aware of a GA or Fellow hire so that appointments/payments are done on a timely basis. Late hire dates are to be approved by Graduate School and Human Resource Services – through the petition processGraduate School determines if tuition waiver is appropriateSlide11

Requirements: UFID and Classification

Verify student’s UFIDCheck student’s classificationAppointments require 7, 8, or 97 – Less than 36 hours earned towards graduate degree8 – 36 hours earned or student already has master’s degree9 – Graduate student who has been admitted to doctoral candidacySlide12

Eligibility

Students must be properly registered and qualified to hold a Graduate Assistant appointment in a unit or for a Fellowship paymentSee Grad School Catalog website at:http://gradcatalog.ufl.edu/content.php?catoid=6&navoid=1219<0.25 fte = No tuition Waiver 0.25-0.74 = tuition pays 9 credit hours0.75-0.99 = tuition pays 6 credit hours1.0 fte = tuition pays 3 credit hours (please obtain clearance before hiring this fte)Slide13

Petitions

Petitions allow exceptions to eligibility requirementsShould include a description of situation and request assistantship/Fellowship and/or tuition payment be maintainedShould be approved by graduate coordinator and college Dean firstSubmitted to Graduate SchoolPetitions approved on case-by-case basisNOTE: Don’t forget to include name and UFID of studentSlide14

Petitions

Common reasons for a petition:Late Hire – effective date is AFTER the first day of the contract period. Not because the ePAF was entered late.Low GPA – lower than 3.0Reduced Registration – less than required by Grad School (see gradcatalog.ufl.edu)Slide15

Requirements: Tuition Payments

Additional requirements for tuition paymentMust be appointed as Graduate Assistant or Fellow (with Letter of Appointment and funding distribution)Must be employed at least .25 FTE and stay employed according to applicable semester datesFellowship funding of $4000 or more for the semesterSlide16

Common Letter of Appointment Problems

Multiple LOAs for same appointmentIncorrect DatesNo funding indicatedEmpl Rcd # saved incorrectly (invalid)

Note: No change can be made after the last day of classes. The Letter of Appointment system does not process waivers after the last day of the classes. All corrections made to a Letter of Appointment after the system has closed must be completed manually through the Provost Office using the proper Journal ID form. Please contact Ms. Rita Steff (rsteff@aa.ufl.edu) if you have any questions. Slide17

Letter of Appointment Reports

Reports available to assist departments or colleges in identifying errorsNavigation: Enterprise Reporting>Access Reporting>Human Resources Information>Workforce Information>Letter of Appointment – Waivers Includes information related to funding, GPA, link to current job, missing Letter of Appointment, etc.

Note: For an individual student’s information on Letter of Appointment status, funding, etc., look under Workforce Administration > UF Grad Letters of Appointment > UF Grad Waiver StatusSlide18

Requirements: Appointment Changes

When an appointment changesTitle changeNeed appropriate student classificationReminder: teaching titles require international students (from non-English speaking countries) to pass the Test for Spoken English (TSE)Rate changeRequires change in duties or responsibilitiesFTE changeFTE changes must have corresponding and proportional change in salary up or down, unless duties or responsibilities changeNote: Provide justification documentation in ePAFSlide19

Requirements: Multiple Appointments

When hiring a Graduate Assistant with multiple appointmentsSame college – pay rates must be same, unless duties or responsibilities differDifferent colleges – pay rates can be differentSlide20

Terminations

Failure to maintain eligibility will result in termination of Graduate Assistant appointmentTuition and/or full fees will back out after termination (regardless of when student becomes ineligible within semester)When a student terminates (during a semester)Indicate in ePAF comments section that copy of letter from student ending his/her appointment is on file in department

Reminder: Regular GA terminations should be dated one day after semester end date or Letter of Appointment will become inactiveSlide21

GA Paperwork

Submit through GatorStart or via ePAF document upload (if foreign national)I-9 with supporting documentsW-4 with copy of social security card or ITIN #4-in-1 form (HR50 – includes Loyalty Oath, Intellectual Property Agreement, Veteran Survey/Ethnicity and Race Form)Selective Service registration (US male 18-25)Direct Deposit Form (with voided check)Marketplace Acknowledgment formInvitation to Self IdentityNote: students with only Fellowship records will not create a GatorStart packet automatically. Call HR to have one manually created.Slide22

GA Paperwork

Additional required paperwork for Foreign NationalsI-20 (F1 Visa) or DS-2019 (J1 Visa)Foreign National Information Form (Windstar / PTWIF) and attachments Foreign Nationals without Social Security card must apply at Social Security Administration (temporary SS# from Tax Services if needed)PassportI-94 Confirm TSE score for GA job code with teaching, if applicableSlide23

Points to Remember

Enter LOAs at least two business days prior to fee payment deadline (or earlier for GatorGradCare)LOA not processed by cancellation day (approximately 2 weeks after fee deadline) result in student registration being dropped and a late registration fee being appliedThe last day for waivers to run automatically is the day classes end for semesterSlide24

Short Work Break

All GA09 Salary Plans will be put on a SWB during the summer termsEffective 5/15 – 8/15/16Used to temporarily inactivate records without needing to rehire them in Fall.Automatically reactivates 8/16/16Do not term appts until 8/16/16, unless 100% certain they are not returning in Fall.Slide25

Summer Job File

Any GA09 working as a GA over the summer will need to be hired as a GASUDone by a Summer Job FileDepts/Colleges can go into file and quickly choose which students will be workingEnter the term to be opened (A, B, or C)Enter Job CodeEnter the FTEEnter proper Comp Rate (use 9 month calculations)Registration requirements in Summer terms differ from Fall/SpringBrand new GAs will need to be hired by ePAFSlide26

FellowsSlide27

New Hires

All paperwork for Fellows to be submitted with ePAF through document fax imagingRequired paperwork for new hiresFellowship Memorandum of Understanding*Direct Deposit FormFour in One FormC&G forms (if NIH grant) *Fellowship MOU available athttp://hr.ufl.edu/academic/forms/fellowshipmemo.pdfSlide28

Additional required paperwork for Foreign Nationals new hires

I-20 (F1 Visa) or DS-2019 (J1 Visa)Foreign National Information Form and attachments (Fellowship Windstar)W-8 Ben or W-9 from Tax ServicesI-94Departments complete and send the forms to Tax Services. When received back, attach to ePAF through fax imagingNew HiresSlide29

Terminations

No required paperwork for terminationsThe Change Employment Status ePAF should be prepared only after the final payment to a Fellow has been made to protect the waiver paymentTo stop a fellowship payment prior to the end of the goal amount, contact Academic Personnel at 352-392-2477 for assistanceSlide30

Never Ever

Never click this box if you are hiring or terminating a fellowshipSlide31

New Earnings & Reason Codes

Select the appropriate:Earnings codes for Fellowships:FEL = US Citizen/ Permanent ResidentN15 = Foreign NationalReason codes for Fellowships:Post-Doc Fellow Training GrantPost-Doc FellowshipPre-Doc Fellow Training GrantPre-Doc Fellowship

Reminder: It is important to use the correct earnings code for foreign students. Using an incorrect earnings code can cause the student to owe money at the end of the year!Slide32

Late Payment Entries

Facts:Fellowships are paid through Additional Pay and not Payroll Processing, therefore;Fellowships do NOT retro-pay to a previous pay period.If you enter a biweekly payment with a previous pay period effective date you will need to: Do an LSP Catch-Up Payment; ORRecalculate payments starting with current pay period.Slide33

Student TemporarySlide34

New Contact Information

We’ve Moved!Student OPS Employment has relocated to Human Resource Services – Academic PersonnelContact Information: (352) 392-2477hrsstudentemployment@ad.ufl.edu Slide35

Student Temporary Employment

Most UF departments employ

students

Job opportunities exist for most UF students regardless of financial aid eligibilityDepartments utilize Careers at UFto post open positionsSlide36

Student Temporary Employment

Who can be a UF Student Employee?

Must be an admitted, degree-seeking UF student

Must be registered at leasthalf-time6 hours enrollment for undergraduate (fall & spring)½ time for graduate and professional students willdepend upon the student’s

classification and collegeSlide37

Determining ½ Time Status

On the provided schedule, look at total credits to ensure student is registered at least half time to be eligible to work as a Student Temporary Employee.

Total Credits to Be Considered Half-Time

Classification

Fall

Spring

Summer

Undergraduate

6

6

6

Graduate

5

5

4

Law

5

5

3

Professional

1

1

1Slide38

Student Temporary Employment

Who cannot be a UF Student Employee?

Students from Santa Fe College or high school, for example, are NOT considered

Student employees—they are considered General Temporary employeesUF Graduate Assistants are typically NOT considered Student employees for primary jobs—they are considered Academic Temporary employeesFor secondary jobs and many times over the summer, they may be considered Student employeesSlide39

Common Job Duties and Responsibilities

Job Title/

Job Code

STUDENT ASSISTANT CLERICAL/ 001482STUDENT ASSISTANT NON-CLERICAL/ 001483

Receptionist

Assembling & Addressing mail outs

File Clerk

Running errands

Xeroxing

Stuffing envelopes

Proofreading

Inventory

Invoicing, billing

Sales Clerk

Processing books or films

Accounting

Editorial

assistant

Translating

Courier

Typing

Legal research assistant

Literature

search

Tutoring

Computer programming

Program assistant

Chemical

solution preparation

Data Analysis

Lifting,

moving, shelving books

Moving furniture or supplies

Painting or refinishing (for) maintenance

Janitorial/ Custodial work

Audio-Visual Technician

Running office machinery

Equipment delivery

Security guard

Student night patrol

Field work: mapping, surveying etc.

Announcer

Nursing aide

Photography

Art work, illustrations, graphics

Building exhibits or displays

Drafting, charting, graphing, diagramming

Equipment repair

Resident Assistant

Research Assistant

Lifeguard

Web Development Slide40

Student Temporary—Non-Exempt

Must maintain 2.0 GPA

Not permitted to work during scheduled classes or exams

Generally limited to 20 hours/week, but can petition Student Employment to workup to 31 hours/week or 62/biweeklySlide41

To Retain FICA Exempt Status

Student temporary employees must remain within the work hour limit to retain FICA exemption

Student temporary employees must maintain ½ time course load. They will lose their FICA-exempt status when their course load changes (typically occurs breaks)Tax Services automatically monitors and changes taxes accordinglySlide42

Hiring International StudentsSlide43

Hiring International Students:

Required Documents

Via ePAF Documents, you must include copies of the following documents.PeopleSoft Tax Withholding Information Form (PTWIF)Treaty Analysis Log (Windstar)Form W-4 Form W-9 (if applicable)Tax Treaty (if applicable)

PROVIDED BY TAX SERVICESOPS ApplicationDirect Deposit Authorization Form (along with supporting document)4-in-1 Form (needs to be notarized)Form I-9 (must also be transposed electronically via I-9 Management)PassportVisaI-94Social Security CardForm I-20 (for F-1 visa students only)DS-2019 (for J-1 visa students only)Marketplace Acknowledgment FormSlide44

Summer Break Appointments

Determining Summer

break salary plansCurrent student employees

Incoming freshmenInternational studentsSlide45

Determining Summer Salary Plan

Current Student Employees

If you have students employed during the spring term who will

not be working summer, but will be working in the fall term, you do NOT need to terminate them.SpringSummerFall

SALARY PLAN SELECTION IS BASED ON

CURRENT AND FUTURE ENROLLMENTSSlide46

Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON

CURRENT AND FUTURE ENROLLMENTS

Current Student EmployeesIf you have students employed during the spring term who are planning to work in the summer, but will not be enrolled, you do not have to switch to OPSN if they are planning to enroll in the fall term.SpringSummerFallSlide47

Spring

SummerFall

Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Current Student Employees

If you have students employed during the spring term who are planning to work in the summer, and

will be

enrolled, you may leave on appropriate salary plan.Slide48

Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON

CURRENT AND FUTURE ENROLLMENTS

Current Student EmployeesIf you have students who did not work and were enrolled in the spring term and are planning to work and be enrolled in the summer, you may hire as STAS.SpringSummerFallSlide49

Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON

CURRENT AND FUTURE ENROLLMENTS

Incoming FreshmanIncoming freshmen must be hired as General OPS (OPSN) during the summer and switched to STAS for the fall term.Slide50

Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON

CURRENT AND FUTURE ENROLLMENTS

International StudentsInternational students may work full-time during the summer if they are enrolled or not enrolled as it is considered an official school break.Break40hours

?Slide51

QUESTIONS