Student Payroll Form & Process Updates

June 2013

Agenda• Objective• Review audit concerns & new requirements• UWRF Changes (forms, process, webpage)

• Timing & Communication• Federal Work Study Updates

Today’s objective

Discuss new student payroll process requirements resulting from a Legislative

Audit Bureau (LAB) audit and how to satisfy those requirements.

Primary Audit Concerns:• Incompatible roles – Many of you enter hires into

HRS and approve student timesheets.– If possible, please avoid being the approver for the employees

you enter into HRS.– We understand this may not be possible given the resources

on our campus and believe that appropriate compensating controls are in place.

• No written approval prior to making a hire or wage rate change in HRS *FOCUS OF TODAY’S SESSION*

New Student Payroll Requirements• Budget Authority* signature is required prior to:

• Entering a hire in HRS• Entering a rehire, wage rate change or funding change in HRS.• Submitting a lump sum payment request to Human Resources

– Or in the case of Student Affairs, before entering the lump sum payment

• Signed forms must be retained in department files as proof of approval.

• There will be periodic requests to produce copies of signed forms as a way to ensure the process is being followed.

*Budget Authority = Owner of department budget in WISDM, or designee. Designee cannot be the Department Student Payroll CoordinatorDesignee cannot not be a short-term employee

UWRF Changes• Forms updated• Student Payroll Website updated• Each college/department may still use these in a

slightly different way – roles may vary• You may customize as long as signature is obtained

and the documentation is retained when:• Hiring• Rehiring• Changing wage rates or funding• Requesting lump sum payments

Form Changes - Student Help Hiring Form• Combined former Hourly Hire form and Lump Sum Hire form• May request lump sum payment at time of hire if details are known• Added signature line for Budget Manager• Process:

– Student Employee completes Section A with new hire paperwork and returns to Hiring Authority

– Hiring authority completes the form, finalizes new hire paperwork – Hiring authority obtains Budget Manager signature– Forms provided to Department Student Payroll Coordinator for entry into HRS

and/or coordination with HR

• Filing Recommendation – Keep a payroll file on each student employee and/or job and store their Student Help Hiring Form(s) in that file

Form Changes - Student Rehire and Change form• New form replaces Wage Rate Request form• It is now required for:

– Rehire with or without rate change or funding change– Rate change– Funding string change

• Complete only the columns that apply• May request changes for multiple students at one time • Added signature line for Budget Manager

• Filing Recommendation – Assuming multiple employees are on one form, either file Student Rehire and Change forms in one folder by effective date or make photocopy and put in each employee’s payroll file.

Form Changes – Lump Sum Request form• Added signature line• Maintain a photocopy for your records• Send original to Rhonda instead of email

• Filing Recommendation– Assuming multiple employees are on one form, either file Lump Sum Request forms in one folder* by effective date or make photocopy and put in each employee’s payroll file.

*Note – Remember lump sums can also be requested at the time of hire, if details are known, via the Student Help Hiring Form. Documentation on that payment

would be in the employee’s payroll file.

Student Payroll Website• Website content now arranged by role:

– Hiring Manager• Hiring Manager Guide, Pay Schedules, Wage Scale, Time Entry &

Approval instructions, All Forms– Coordinator

• HRS Steps, Open Lab schedule, Other process documents

– Student• Time entry instructions, My UW System, Pay Schedules, Work Rules,

Guidelines on Hours to Work

Timing & Communication • New procedures go into effect immediately• Since department/college student payroll

structures vary:– We would like for you to communicate the changes to

the hiring managers / budget authority you work with– A draft communication is available for your use– Please contact Wendy Helm if you need assistance

with the communication

Federal Work Study (FWS) Update• See ‘Hiring Manager Guide’

– Eligibility Requirements– Payment – No lump sum payments for Work Study– Conditions / Limitations– Funding / Match – Changing 6/30/13

• 25% department match being eliminated• Work Study to be paid 100% out of Fund 145• Other than the match, HRS will work the same

Questions?

Thanks for coming!