|
How to Hire Students: The HIRE Action
|
|
Step 1
To hire a student into a new job, you must first identify the department. Click on the HIRE button on the Jobs panel to see the "Select Department" panel.
|
|
Step 2
When you click on the down arrow, you will see only the department(s) which you have been approved to access. Click on the department name then click "OK" to proceed.
|
|
TIP: Click in the department field, then type the first letter of a department before clicking on the arrow to quickly move to the right portion of the drop down list.
|
|
Step 3
After you click OK, the "Adding Job..." panel will appear.
|
Step 4: Enter Effective Date
The Effective Date is the date the action (a hire or change) actually begins (takes effect). For instance, if you want the student's appointment to begin on December 16th, 1999 but you are doing the data entry for the appointment on December 3rd, you would enter the effective date as 12/16/1999. This is the date that the PeopleSoft system would recognize the appointment as being active; until that point it would simply be considered a "future action", the system would not consider it an active appointment, and you would not see the student on COLTS or Kronos until that date.
|
|
NOTE: The effective date (top left field) defaults to 01/01/1900; you must always change this date.
|
The system will only allow you to save records with effective dates within 30 days of the current date (prior or future).
Effective Date mistakes are serious and may be difficult to correct, often requiring the assistance of several departments (Student Employment Services, OHR Records, and Payroll). Please take the time to review all information before saving the action.
Do not try to add actions prior to the date of the top row action the Job Data panel, and never try to change an original Hire or Termination date.
If you "SAVE" an incorrect effective date by mistake, the only action you can use to correct this mistake is to terminate the job and start over by using the correct effective date.
|
|
|
The Data Entry On field
This view-only field shows the date on which the information was entered in the Student Employment Client and PeopleSoft. You cannot change this date.
|
|
Step 5
Select a position by clicking open the pull-down menu to view all positions available in your department, then click on the preferred position.
|
|
TIP: You must click on the position even if the position showing by default is the one you want. It will not default to the contents displayed in the window.
|
|
If a position you need is missing, contact Student Employment Services for help. Positions are unique to each department and are effective throughout both the academic year and summer employment periods.
|
|
|
NOTE: The "Hrs/Week" field is no longer part of the student employment hiring procedure. For all student positions the Hrs/Week will be set to .01 standard hours to address overtime issues for students with multiple jobs. You should still establish a reasonable work schedule with the student, keeping in mind that during classes students should not work more than 20 hours (most average 8-12 hr/week). A full-time schedule (39 hours) is permitted during the summer.
|
|
Step 6: The Action/Reason fields
The Action field lists actions taken on a particular position; the Reason field displays a more descriptive reason associated with that action. Examples of Actions are hire and terminate. For the hiring process, the system automatically defaults to Hire and will not let you change the Action. If you want to do something other than Hire, see the section on "The ADD Action" later in this Guided Tour.
Step 7: Edit the hourly rate if necessary
Hourly wages should conform to the University's Student Job and Wage Classification Index (JAWS). (For details about JAWS positions and related wage ranges, refer to the Student Employment Services web site http://www.sas.cornell.edu/SES/home.htm.)
When you select a position, the minimum wage for the grade level of the position appears in this field. You may change the wage as long as it corresponds to the wage range of that JAWS level. For wage exceptions you must first call Student Employment Services at 255-9051.
A LEVEL $5.15 - $5.65
B LEVEL $5.65 - $6.30
C LEVEL $6.30 - $8.00
D LEVEL $8.00 - $12.00
To change the wage, highlight the field and type in the new wage; do not type in the $ sign.
Click on the "Jobs-Dept. Funds" tab at the bottom of the panel, then click "+".
Enter the department account, subledger, object code, project/DUO codes, and percentage. Click on the Save button on the "Adding Distribution" panel when you have entered all the information for one account.
|
|
TIP: Do not use the % sign when entering the percent to be charged to this account. Do not use decimals (e.g., 33.3). Acceptable entries are numbers like 25, 33, 50, and 100.
|
Object Codes are very important.
- Use object code 4712 for non-work-study hires.
- Use object code 4742 for work-study eligible hires.
Do not use any other object codes for hourly student appointments.
|
|
|
TIP: If you see the error message "account not valid for assigned date…" check the account number to be sure it was entered correctly, and check the effective date (did you remember to change it?). If the effective date is valid, ask your business manager to check on the status of that account number.
|
You may enter up to four department accounts for Non-Work-Study hires; the distribution between the accounts must total 100%.
You may enter up to three department accounts for Federal Work-Study hires; the distribution between the accounts must total 50%.
You must click "+" to add each new account. If, after saving an account row, you notice that you made a mistake, click once on the wrong account number to highlight it, then click on the "-" to delete it. Then click on the "+" to add the account and distribution correctly.
|
|
NOTE: You no longer have to find the matching Federal Account for work-study distributions. If (1) the student is work-study eligible, (2) you entered department accounts that total 50% distribution, and (3) you used the 4742 object code, the system will automatically assign the correct federal account for the remaining 50%.
|
|
Review/edit all information carefully, make corrections as needed, and be sure the effective date has been changed.
|
|
|
Step 9
Click "SAVE" in the bottom right corner of the "Adding Job Action" panel. You will receive an error message and the system will not save if your account distribution does not add up to exactly 100% (for non-work-study) or 50% (for work-study eligible).
The Hire is now complete and you will see it added to the Job Panel.
|
