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Welcome to
Semi-monthly
Student Payr= oll
Semi-monthly
Student Payr= oll
Rudy Palomo, Student Payroll Services
=
Deb Hayes, Payroll Supervisor
Terri Phillips, Payroll Manager
What
it is
•For the past 10 years students have requested
that they be paid more frequently then once a month. Many departments have made th=
is
request also primarily for retention purposes.
<=
/div>
•Hardware constraints have prevented us=
from
accommodating this request – there has not been enough syst=
em
capacity to handle the additional processing.
•In the spring of 2006, EIS began the <=
/span>process
of acquiring additional capacity to accommodate the increasi=
ng
needs of campus.
•This new system capacity will be able =
to handle
a more frequent student payroll.
•HRS advanced the project for approval =
and
President Dennison endorsed SMSP as a priority project in
Administration and Finance.
<=
span
style=3D'visibility:hidden'>•
Why a
semi-monthly cycle
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-3.83%'>•<=
/span>The
semi-monthly schedule will pay them on the 1st and the 15th =
of
each month for approximately a half month’s wages each =
time
(depending on the calendar). Please see the hand out for the
processing schedule.
![](3D"slide0011_image001.gif")
3-Apr-07
22-Mar-07
17-Apr-07
16-Apr-07
1-Apr-07
19-Mar-07
SP 8
20-Mar-07
8-Mar-07
3-Apr-07
2-Apr-07
18-Mar-07
2-Mar-07
SP 7
2-Mar-07
21-Feb-07
16-Mar-07
15-Mar-07
1-Mar-07
19-Feb-07
SP 6
20-Feb-07
8-Feb-07
2-Mar-07
1-Mar-07
18-Feb-07
2-Feb-07
SP 5
2-Feb-07
24-Jan-07
16-Feb-07
15-Feb-07
1-Feb-07
19-Jan-07
SP 4
19-Jan-07
9-Jan-07
2-Feb-07
1-Feb-07
18-Jan-07
2-Jan-07
SP 3
3-Jan-07
20-Dec-06
17-Jan-07
16-Jan-07
1-Jan-07
19-Dec-06
SP 2
19-Dec-06
8-Dec-06
3-Jan-07
2-Jan-07
18-Dec-06
2-Dec-06
SP 1
4-Dec-07
22-Nov-06
16-Dec-06
15-Dec-06
1-Dec-06
19-Nov-06
SP 24
20-Nov-06
8-Nov-06
4-Dec-06
1-Dec-06
18-Nov-06
2-Nov-06
SP 23
2-Nov-06
24-Oct-06
16-Nov-06
15-Nov-06
1-Nov-06
19-Oct-06
SP 22
19-Oct-06
10-Oct-06
2-Nov-06
1-Nov-06
18-Oct-06
2-Oct-06
SP 21
2-Oct-06
21-Sep-06
17-Oct-06
16-Oct-06
1-Oct-06
19-Sep-06
SP 20
20-Sep-06
8-Sep-06
3-Oct-06
2-Oct-06
18-Sep-06
2-Sep-06
SP 19
5-Sep-07
24-Aug-06
18-Sep-06
15-Sep-06
1-Sep-06
19-Aug-06
SP 18
Due in SPS
Due in SPS
Date
Deposit
Date
Date
ID
Time Cards
Hiring Doc
Check
Direct
End
Begin
Pay
Semi Monthly Student Payroll
Why not add students to
the bi-weekly cycle?
the bi-weekly cycle?
•Students could not be added to the bi-weekly schedule that pays classified staff. Data en=
try for Classified staff is considered “exceptio=
n reporting” and data entry for students is
“positive time
entry” for each student.
•It takes 10 business days to process student payroll and there are only 8 days of processing time in the bi-weekly schedule. This is a direct result of the amount of positive data entry required for each schedule.
•Adding students to the bi-weekly cycle would have meant changing the parameters of that =
cycle which we can not do – the bi-weekly pa=
y schedule for classified staff was a negotiated item between the MPEA union and the =
administration.
<=
span
style=3D'font-size:88%;visibility:hidden'>•
<=
span
style=3D'font-size:88%;visibility:hidden'>•
When
will the new cycle begin
<=
span
style=3D'font-size:88%'>•Augu=
st 19,
2006 is the first day of the =
new semi-monthly schedule. The first day of the =
second semi-monthly schedule is Sept 2, 2006. So the first day of the cycle is alway=
s the 19th or the 2nd of any month.
<=
span
style=3D'font-size:88%'>•Students c=
annot
begin their fall jobs until August 19,
2006.
<=
span
style=3D'font-size:88%'>•The final d=
ay of
the hourly paid student payroll cycle
is August 18, 2006. This will pay students in full for all summer hours worked. Payment=
for these wages will occur on Sept 1st.
•
Who
is in the new cycle
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-3.7%'>•This
is all students on the current schedule that runs from the 19th=
of one month to the 18th=
of the next.
Student exceptions?
•All students paid a contract amount
– ie, Graduate students working in a contracted graduate
teaching or research position, or students working for the
Residence Life department as dorm assistants – will remain
on the monthly MO pay cycle.
•Any employee in another pay cycle R=
11;
BW or MO – will have all jobs remain in that cycle
if they also get a student job. For example:
<=
span
style=3D'visibility:hidden'>•
•If a student has multiple positions th=
at
fall in different pay id’s (for instance, a contracted
Graduate Student gets a second job working in Dining Service=
s as
a cook) then both jobs will be paid in the MO
monthly pay id. All employees can only be paid in ONE pay i=
d so
will remain in their primary pay cycle. This stipulat=
ion is
required to cause their taxes to be accurately calculated.=
3;
<=
span
style=3D'visibility:hidden'>•
How
to Hire a student
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.43%'>•<=
/span>You
must include a Time Roster number on the hire
card for your student.
<=
/div>
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-3.87%'>•<=
/span>The
time roster number for your students can be the same one that =
is
on the monthly and bi-weekly time rosters you use
for your faculty and classified staff.
•There is a link on the HRS website to a listing of currently available time roster numbers. http://www.umt.edu/hrs/TimeR=
osterList.htm
•The Time Roster number will become ver=
y important
to the processing of student data once the on-line Time
Reporting tool becomes available.
•When the internet based Time Reporting=
tool
is available you will only be able to view those students
identified with your Time Roster number (more on the Time=
Reporting
tool in a later slide).
<=
span
style=3D'visibility:hidden'>•
•Hiring cards for work-study students m=
ust still
be processed through the Financial Aid Office before coming =
to
Student Payroll Services (SPS).
•These work-study cards must also have a=
Time
Roster number before going to Financial Aid
=
<=
span
class=3DBB style=3D'position:absolute;left:-4.43%'>•Hiring ca=
rds
without the time roster number will be delayed for processi=
ng.
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.43%'>•<=
/span>I-9
Form and W-4 form
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.43%'>•<=
/span>Personal
Information form
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.43%'>•<=
/span>Selective
service form
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.43%'>•<=
/span>Worker’s
Comp form
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-3.7%'>•Please
encourage the use of direct deposit by your students – =
they
get paid one day earlier then by check and it saves a lot of additional
work.
•<=
/span>
Reporting
hours worked
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-3.94%'>•<=
/span>All
procedures for reporting student time remain the same exc=
ept
there is a new student time card you can access on the HRS
website.
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.04%'>•<=
/span>Be
sure to list hours actually worked by the student on the day t=
hat
the hours were worked.
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.12%'>•<=
/span>Include
the hourly pay rate on the time card in the box provided<=
/span>
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.43%'>•<=
/span>Students
are eligible for overtime.
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-3.88%'>•<=
/span>Overtime
is calculated as any hours over 40 in a week for a stude=
nt
– these are hours accumulated for all positions held on campus.
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.29%'>•<=
/span>Ask
your students if they are working elsewhere on campus and be
aware of the total hours they are working.
•Time cards must be submitted to SPS in=
a sealed
envelope for each pay cycle.
•Do not hold time cards thinking to pro=
cess
them only once a month – the published cycle
for students is semi-monthly and we are legally responsible =
to
adhere to that schedule.
•There will be NO interim checks issued=
for
students on the new cycle.=
Missed payments will be issued in the next cycle.
•Please review the schedule handed out =
for precise
dates on when time cards and hiring documents must be submitted =
for processing
by Student Payroll Services for payment in each semi-mon=
thly
cycle.
<=
span
class=3DBB style=3D'position:absolute;left:-4.43%'>•Reminder:=
You must keep detailed information
in your department on the actual hours worked by students. This must record in and out t=
imes
for each shift.
The
Future for Payroll
<=
span
style=3D'mso-special-format:bullet;position:absolute;left:-4.02%'>•<=
/span>DTE
will save time by eliminating paper driven processes<=
/div>
•DTE will allow departments to change t=
he funding
source for their student employees as they have need to do
so
<=
span
class=3DBB style=3D'position:absolute;left:-4.02%'>•DTE will =
allow
the departments to know exactly who is being paid in any
specific payroll cycle.
•DTE is in the testing phase and we wil=
l make
announcements about training as soon as it is available.=
•Questions????
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