ONU Student Employment -Federal Work Study

ONU STUDENT EMPLOYMENT - Federal Work-Study Program

Intent of Student Employment at ONU

This document provides the intent of the Federal Work-Study Program and the definitions of work-study, non-work-study and special-skills job at Ohio Northern University:

Federal Work-Study (FWS) enables eligible students to acquire work-study jobs, the wages for which are largely funded by the federal government. FWS recipients find their own jobs on campus. Although FWS appears as part of a student's financial-aid package, earnings do not credit directly to the bursar; rather, the student earns a paycheck based on an hourly pay rate (wages vary but are never below minimum wage). FWS is a type of campus-based award. This means that federal funds are provided to individual universities to administer at their discretion (although always within federally governed parameters); FWS amounts and eligibility requirements may therefore vary from university to university.

According to the U.S. Department of Education, schools that make use of Federal Work-Study funding "must make FWS jobs reasonably available to all eligible students at the school." In assigning FWS jobs, a school must consider the number of hours per week the student can work, the period of employment, the anticipated wage rate and the amount of other assistance available to the student.

Therefore, it is the expectation of the Campus Work Study Committee and the U.S. Department of Education, that eligible work study students will get the first opportunity for on-campus jobs.

Job Categories -

Students will fall into one of three categories of jobs at Ohio Northern. In defining these three job designations, it is our hope that the campus community will gain a better understanding of the types of jobs available on campus and the students eligible to occupy them.

• Federal Work-Study Eligible
• Non Work-Study Eligible
• Summer Employment: The University employs numerous current and incoming ONU students across campus during the summer. Positions are generally available in every office and area. These positions cover a wide array of duties and responsibilities from office work, paint crews, D.I.N. crews, stage hands, warehouse, grounds maintenance, summer camps, etc. Depending upon the position summer employment may be by contract which may include housing and meal plans; however most positions generally pay the base student hourly wage rate. Summer employment is not considered work study and therefore does not reduce work-study awards. All students engaged in summer employment must complete or have on file all documents and forms necessary to work for ONU before starting employment. Payment of wages for summer employment is mandatory direct deposit.

Work Study Eligibility-

• Work-Study Eligibility - To be eligible for Federal Work-Study, a student must complete a FAFSA form and have financial need as defined by the U.S. Department of Education. If you have completed the form and have been notified of your need you will be required to fill out a variety of forms before beginning work. These forms are available from the Office of Human Resources or by clicking the appropriate link be.
• While we cannot guarantee every student an on-campus job, we will do everything we can to assist you in finding one. The Office of Career Services will have a listing of all open student employment positions.
• Work Study Awards - The Office of Financial Aid will provide you with your work-study award amount. Upon securing a position, you, as the student, are responsible for tracking the number of hours worked. This is to ensure you do not exceed your award amount. Your supervisor will receive monthly notices of hours worked and hours remaining; however, since you may be working more than one job, it is essential that you and your supervisor(s) communicate regularly. If you question or are concerned about your remaining available hours you should contact the Office of Financial Aid. Students exceeding work-study amounts may have other funds reduced. The Office of Financial Aid will make adjustments as necessary to assure federal compliance.

Student-Worker Guidelines

• Hours worked: Students should not work more than 15 hours per week when classes are in session and 40 hours per week when classes are not in session (i.e. holidays, breaks, summer, etc.)
• Starting Work: Before a student can begin work, all required forms (listed below) must be completed and submitted to the Office of Human Resources.
  • Personal Data Form - The personal data form must be completed to enter students into the Banner data system to create an ID that allows Luminis access. Luminis access is required for Web time entry. (see Web Time Entry below)
  • I-9 Employment Eligibility Verification - this form verifies the student's identity and eligibility to work in the United States. Valid acceptable documents are identified on the form.
  • W-4 Employee's Withholding Allowance Certificate - IRS regulations require employers to remind employees to review their W-4 status annually and to file a new W-4 if necessary. Click on the following link to find helpful tools: W-4 Notification (PDF)
  • IT-4 Ohio Employee's Withholding Exemption Certificate OR IT-4NR- Identifies state income-tax withholding.
  • Direct-Deposit Form

  • In order to have school district taxes taken out of your paycheck, please make sure to fill out the school district information on the Ohio State Tax form, called the IT-4 form. If you are unsure as to which school district you are in, please click here and you will be re-directed to the Ohio Department of Taxation website. You will need to input your address and then it will tell you the school district name and code.

Instructions for Web Time Entry via Luminis

• Work During Breaks - You may be permitted to work between academic terms. Time spent working during breaks, summers or otherwise when the University is not in session does not subtract from your work-study award. Your supervisor must notify the office of Financial Aid of hours worked during break.
• Class Schedule Federal regulations prohibit students from working during their scheduled class times. You should provide a copy of your class schedule to your supervisor each term and arrange a work schedule which does not conflict with your classes. Students should be in good academic standing to continue in the work study program.
• Time-Sheet Falsification - Any student who falsifies his or her hours worked will be referred to the appropriate campus authority for investigation. Students who have been are proven to have engaged in such conduct may expect serious consequences, including termination from the Federal Work-Study program.
• Sexual Harassment - The University maintains an environment for work and study free from sexual harassment. You are encouraged to report concerns or complaints. Prompt corrective measures will be taken to stop sexual harassment whenever it occurs.
• Dress Code - Dress code will vary based upon position and is dependent on the work environment and setting.
• Confidentiality - During the course of the work day, student workers may encounter information that can not be shared. Students must maintain confidentiality of the work place at all times. Based on the type of work you are doing, your department may require a confidentiality agreement.
• Schedule - Students should report to work promptly as scheduled. Notify your supervisor when you will be late or unable to work. Provide employer with at least two weeks notice of resignation.
• Responsibility - Take your job seriously and perform your task to the best of your ability. The work experience you gain is valuable.

Student Payroll Guidelines

Student Pay Rates: 2011-12 Academic Year

• $8.08/hour - Normal student pay rate, both work-study and non-work-study
• $9.12/hour - Law research
• $11.20/hour - Computing and technical
• $13.36/hour - Grant research
• Getting Paid: Student workers are paid on a bi-weekly basis in accordance with the Bi-Weekly Pay Schedule as posted on the Human Resources website. Students must submit their hours worked through the Luminis Web-Time Entry system at the end of each bi-weekly pay period.
• Direct-Deposit Information: We have arranged to make direct deposit of pay available to you as an employee benefit.
  • What do I need? All you need is a voided check or documentation of your account number and bank routing number from your bank and a completed direct-deposit form (available in the Office of Human Resources).
  • Benefits for using direct deposit are numerous, but here are some ways you can benefit:
    • Dependable
      • With direct deposit of pay, your money will be in your account on payday and immediately available, so you can go right ahead and write those checks on payday to pay bills or get cash as you normally would.
    • Simple
      • When you sign up for direct deposit of pay, you authorize the payroll department to deposit your pay automatically to your checking/savings account. On payday, instead of a check, on your Luminis account you receive a pay advice that shows your gross pay, deductions, net pay, etc. The pay advice is your notice of deposit.
    • Convenient
      • Paydays never seem to come around often enough, yet on payday there is often some inconvenience associated with getting your check cashed or deposited.
      • No rushing to cash or deposit your check during lunch or after work.
      • No waiting in long teller lines.
      • Eliminates the need to make special arrangements on break.
      • No lost or stolen checks.
    • How Does It Work?
      • For each pay period, instead of printing checks, we will produce a computer tape containing a record for each participating employee. The tape record identifies your net deposit amount, your financial institution and account number
      • We deliver this computer tape to our financial institution, which in turn, enters it into the Automated Clearing House (ACH) system. There the deposits are sorted and electronically forwarded to your financial institution for credit to your account on payday.

Viewing payroll direct deposit information on the Web

• Log into Luminis
• Once on the Luminis home page at the top of the screen select the "Banner" tab.
• In the Banner tab, select "Self-Service."
• Once in Self-Service, select the "Employee" tab.
• In the Employee tab, you will find "Pay Information."
• Select "Pay Information," and then choose "Pay Stub."