Payroll Student Hire Instructions
- Sandra Keith
This article will be a step by step guide detailing the process of hiring students to work study type employee positions for the University.
Student Hires
Student Hiring Forms (SHF) to be processed are sent electronically from Financial Aid, to HR, and then to Payroll through Perceptive. You will need to check in your “queue” periodically to see if there are SHF forms that need to be processed
Log into Perceptive
Once you log into Perceptive, you will select the Workflow folder from the home screen.
On the left side, select the dropdown arrow for HR-Human Resources.
This will let you select the HR-Payroll Processing Folder
Here you will find the SHF forms that need to be processed. Use the information available to hire the student in Colleague.
Once you select a SHF to process, you will first check page one to make sure that there are approval stamps from both FA and HR.
You will then select page 2 of the SHF. The right side of the page will give you the Work Study Type (as determined by FA) and lets you know if the student is a first-time hire or a rehire.
If this is a New Hire, there will be an additional attachment to the SHF with the Student New Hire Paperwork which includes their bank information and tax documents needed for hire.
Page 2 of the SHF will give you all the student information that you will need for the student hiring process
Hiring Process
In Colleague, Go to POSS: Person’s Positions Summary, to determine if this is a new hire, rehire or an additional position.
Enter VU ID# or SS# to bring up student.
If they do not appear in POSS, follow New Hire (NH) instructions. The necessary new hire paperwork will be found attached to the SHF form in Perceptive.
If they appear in POSS with positions that are not active (all positions with an End Date), follow Rehire (RH) instructions.
If they appear in POSS with an active position (positions listed with no End Date), follow Additional Position (ADAP) instructions.
New Hire/Rehire:
NFAC: Add Non-Faculty Employee (NH & RH)
Enter VU ID# (RH) or SS# (NH) to bring up student.
(If the SS# does not pull up the student, use the NAE screen to enter SS# from their W-4 and WH-4 forms in their Student Packet)
Enter job # from SHF form (added from HR according to GL number listed on the SHF). Make sure it has corresponding work study type as indicated by Financial Aid: SV (VUWS), SF (FWS) or SC (Community Affiliates).
Enter start date. For students use the beginning of the current hourly pay period.
Status = STU Student Employee
Appointment Reason = NH (new hire) or RH (rehire)
FTE = 0.00
Hourly Rate
Reason for Wage = RE, Regular Pay
Pay Period Work Time = Estimated weekly hours as listed on SHF X 2
Date W-4 Form Completed: for NH use the date of tax form in Student New Hire Packet/for RH date is automatically populated.
Save All
STAS: Person’s Statuses Summary (NH & RH)
Verify date of hire/rehire and status.
Save All
BNDS: Person’s Benefits/Deductions (NH & RH)
Save All
POSS: Person’s Positions Summary (NH)
Verify Start Date as date of hire.
Detail in to position to verify pay rate, pay period work time, and to list the Supervisor from SHF
Save All
CHCK: Payroll & Other Information (NH)
Enter Check Name (enter the students Name as it appears on the W-4 form in the Student New Hire Packet) and verify that SSN appears on screen in both fields.
For a rehire, just verify that the Check Name is populated.
Save All
ETAX: Employee Taxes (NH)
For new hire only: Y for New Hire
If a traditional student employee, enter FMED and FSS at tax template.
Do not add FMED or FSS to international student employees. (check on international students list/or look on their I-9 form if box #4 Alien authorized to work is checked. Should only have Fed, State & Co taxes)
From forms completed in Student Packet, add:
o Federal W4 Form:
F… to search for code that matches the filing status
if claiming Exempt enter ‘E’ at Fater Code
if claiming additional $ amount enter ‘A’ at Fater Code & $ amount in Fater Amount
New Form W-4 “Yes”
Withhold at Higher Rate “Y or N”
Check to see if any entries for Dependent Credit or Other Income boxes.
o State: STIN Indiana
STWI Wisconsin
STCA California
If Certificate of Residence-enter STIN & ‘X’ in Fater Code
add number of exemptions
if claiming Exempt enter ‘E’ at Fater
if claiming additional $ amount enter ‘A’ at Fater Code & $ amount in Fater Amount
o County: CO64 Porter
CO … to search for other Indiana county
If a rehire, just verify that Federal, State and County withholding information is entered.
Save All
Fater Codes:
F-fixed amount of tax
A-additional amount added to calculated tax amount
T-additional amount added to taxable amount before calculation
E-exempt from tax
R-regular tax calculation
D-deactivated tax codes (ex. change from single to married-D=single & R=married)
X-exempt from tax; for those with certificate of residence
EDDP: Employee Direct Deposits (NH & RH)
Add banking information for New Hire
Use the information on the direct deposit form in the Student New Hire Paperwork. Look up bank routing number to get bank code using excel worksheet on desktop (do not use zeros in front of routing number in Control F.)
Enter bank code; account type: D = on demand checking or S = savings; account number; amount: R = remainder for full deposit-it will auto populate as priority 999; start date = date of hire, and remove Change (Prenote) Flag (delete “Y”).
Most students have only one deposit account. If they have a split deposit, the amount can NOT be entered as a %; it must be a dollar amount. This account will have a priority number of 1 with the rest going to the Remainder account.
Verify information that was entered
If Rehire, remove end date and remove Change Flag (delete)
Save All
OFFI: Person’s Office Information (NH & RH)
Enter Campus Information for New Hire
Campus = M, Main Campus
Pay Station, use drop down to select code from listing of hiring department.
o Residential Life=Student Affairs
o IMC= 046 University Relations
o Study Buddy=Education
o College of Bus Admin=Business Admin
Save All
Additional Position for current student employee
ADAP: Additional Appointment
Enter VU ID#
·Enter position from SHF form starting with SV (VUWS) or SF (FWS) or SC as indicated by Financial Aid on the SHF form.
Enter start date, for student use the first day of the current hourly pay period.
Appointment Reason = RH, Rehire
FTE = 0.00
Hourly Rate
Reason for Wage = RE, Regular Pay
Pay Period Work Time= Estimated Weekly Hours listed on SHF X 2; enter
Save All
Verify information in POSS screen. Detail in to position to verify pay rate, pay period work time, and to list the Supervisor from SHF.
Once student is hired in Colleague, you will return to the SHF in Perceptive.
On the first line in the Notes box (located on page 2, on the right side of the page) you will list how the person was hired (NH, RH, ADAP), The students hire date.
On the SHF cover page (page 1) you must create an annotation, Select Create Annotation,
Click on the page where you wish to add the annotation to the SHF.
Using the dropdown arrows, Select Text Stamp, FA-Payroll SHF Checklist, Add.
Then select “Save” to complete the form, then select “route forward” to send the SHF to the Student Archive files. Using the drop down select HR-Student Hire Complete.
When this document routes forward, (using the HR-Student Hire Complete) it wil automatically send an email to both the student and the supervisor informing them that their hiring process is complete and that the student may not start their work study position.