Check Banner First

1. Check PEAEMPL 
   1. Check to see if they are Active or Termed:
      1. New Hires display an "Active" status in PEAEMPL, with an accompanying message: "Query caused no records to be retrieved. Re-enter", and no additional employee information.
      2. Rehires display a "Terminated" status in PEAEMPL, with the termination date and termination code from the employee's previous assignment.
      3. Existing employees are those who are Active in PEAEMPL, with all relevant employee job information and no termation date or termination code.
2. Check if the student has other positions (NBIJLST) 
   1. Check with the student AND check Banner 
   2. Students are not to go over 40 hours a pay period during the academic year 
   3. If they already have a current assignment, coordinate with the other department before setting up a new job
3. Check GPA (SHATERM) 
   1. Must have at least a 2.0 GPA 
4. Check student credits (SFI2HRS) 
   1. SN/ST employees must be enrolled in part time (6 credits)
   2. GN/GT enrollment requirements vary by campus 

Effective Dates 

• Most assignments will run to the end of a semester 
• Submit for one semester or the entire academic year 
• Review the UA HR Semester Assignment Dates & Deadlines for current information

Students are hired at a step 1

• Students higher than step 1 must follow the Compensation Approval Requirements.

All New Hires require at least an offer card, job form, appointment letter and I-9. But what constitutes a New Hire? What about a rehire? In which situations do you need hire documents?

• Active Employee: Only the job form and appointment letter are needed.
• Brand New Employee: All new hire paperwork is required, see “What New Hire Documents are Required” for details. 
• Terminated Less Than 10 Days: Only the job form and appointment letter are needed.
• Terminated Less Than 1 Year Ago: In addition to the job form and appointment letter, an I-9 and Offer Card are required. Direct deposit may be completed (if they want to set up or reactivate).
• Terminated More Than 1 Year Ago: All new hire paperwork is required. 
• All Non-U.S. Citizens and Non-Permanent Resident Aliens: A GLACIER Tax Summary Report, including Required Document Copies, are required. If the employee does not have access to Glacier, please request Glacier access from the Personnel Team.

When hiring student employees (GN/GT/SN/ST) you'll need the following paperwork.

Required Forms:

• Job form
  • When not using the Offer Card as the job form
• Copy of the approved MyUA offer card
• Signed Appointment Letter 
  • All Graduate Assistant letters can be found on the Graduate School’s websites: UAA - UAF
• Form I-9 submitted via LawLogix
• Personal Demographic Form
• For Non-U.S. citizens and non-permanent resident aliens:
  • GLACIER Tax Summary Report, including Required Document Copies and Required Forms. If the employee does not already have access, request Glacier access from the Personnel Team.

NOTE: The student status verification form is no longer required. That information is contained in the new student appointment letter as of December 2020.

As Applicable:

• Disclosure of Employment of Immediate Family Member (Nepotism)
• Disclosure of Employment or Activities Outside of the University of Alaska 

Optional Forms - To Be Completed Online after Set Up in Banner

• Direct Deposit Form
• W-4 Form

Print and Deliver to Employee:

• Health Insurance Marketplace Notification
• Employment or Service Outside UA - Memo

Job forms are the vehicle that tells the Personnel Technician how to set up an employee’s job in Banner. Our Job Form Completion Guide will provide you with general information on completing a job form. For more specific information on completing a Student Job Form, check out our Student Job Form Completion Pointers.

Additional References: 
Factor Reference Sheet: What are factors and when do they change?
HR Dates & Deadlines: What dates do we use for the next semester and when are things due?
Student Salary Schedule: Pay rates for student employees.
Pooled PCNs: List of Pooled Position Numbers to use for students.
Exceptional Salary Placements: What additional steps are needed to hire above a step 1?

Job forms are the vehicle that tells the Personnel Technician how to set up an employee’s job in Banner. Our Job Form Completion Guide will provide you with general information on completing a job form. For more specific information on completing a Student Job Form, check out our Student Job Form Completion Pointers.

UAF Specific: Most start and new hire/rehire job forms for UAF Graduate Assistants (GN/GT) (SN/ST for FWS) must be submitted using the UAF NextGen Graduate Form. For more information, contact the UAF Grad School or review additional steps needed for new hire submissions.

References: 
Factor Reference Sheet
HR Dates & Deadlines
Pooled PCNs
Graduate Students: ACA Hours

Once your hiring documents are completed, you will combine them into a PDF file as an electronic new or rehire "packet".

When your packet is ready, you will then upload it to the New Hire & Rehire Submissions in NextGen. Personnel has outlined a preferred order for hiring documents within your packet. Ordering the packets this way helps us to greatly expedite the entry of your employee into Banner, and get them up and running as fast as possible. Linked at the bottom of this page you will find access to the NextGen submission form as well as the preferred document order.

All new hires will need to have an offer card submitted. Review the instructions for Locating & Printing an Offer Card.

After you have received notification from NextGen that your employee has been entered into Banner, please review the entry to ensure it is correct. If there are any errors let us know immediately, and we will update it as quickly as possible. 

We also suggest sending the following information to your employee, this allows them to update their tax deductions, as well as set up direct deposit if they wish to enroll.

Direct Deposit
If your employee has direct deposit, which is highly encouraged, their pay is usually received by midnight on Friday morning. If they are receiving a paper check, receipt timelines are dependent upon their local postal service.

W4 Form
All new hires are defaulted per IRS guidelines. Your employee  may change their withholding rates at any time using the Online W-4 Form.

Importance of Updating the Employee's Address
It is imperative that your employee's address is up-to-date. HR addresses affect mailout of all items mailed to the employee from UA HR, including: paper checks, W-2 and benefits notifications. Employees can update their address online at any time.

Instructions for Updating an Address through UAOnline
To change your HR address please login to your UAOnline account.

• Click on "Personal Information", then "Manage your address, email, and phone information".
  
• Under the "Mailing Address" click on the box "Change".
  
• Enter your updated address and click on "Save Changes".

Please note that the HR Address will then update in the system at the top of the hour.

Here are some things to keep in mind when making changes to a student job: 

• Students can receive an one-step increase (INGR) after working 2 consecutive semesters
• For more information on giving a larger pay increase to your students, please review the Compensation Approval Requirements Table.
• Use the Job Change Reasons & Procedures 
• Personnel Date should match the Appointment Letter

Job forms are not needed to temporarily increase hours for SN employees during breaks between semesters.

When do we make changes to existing employees?
After an employee is hired and settled in their jobs, there will come a time when you have to make changes. These can range from changes to the number of hours per pay period to changes in pay. Following the steps below will help you with basic changes. If you ever have questions or more complex situations, please be sure to email Personnel.

Turnaround Job Forms: What are they?
Turnarounds generate a job form based upon entry that has been done in Banner. Depending on the date range used, it will pull all job forms connected to the employee and the TKL that is input. It is a copy of the job form, providing the accurate information currently set up in Banner. 

Using a turnaround makes it easy to update, route for signatures, and turn into UA HR. To make updates, you simply cross out the old information you are changing, and input the new information next to it, preferably in a different color. Using turnarounds makes it easier for the Personnel team to know exactly what sections of the job form are changing. 

See our Printing a turnaround document for instructions on printing your turnarounds!

How to Complete a Job Form
Job Change Procedures
PCNs to Use
Student Salary Schedule
Exceptional Placement (EXPL) Information
Job Form Submission - Existing Employee Changes
EPAFs

Having a proper Timesheet Approver allows the timesheets to be completed and submitted by employees through Web-Time Entry. Supervisors and Timesheet Approvers can be set up by departments in Banner.

Supervisor and Timesheet Approvers Setup 

FYI Approver Setup for Timesheets

What is Federal Work Study (FWS)?
The Federal Work Study program provides jobs for graduate and undergraduate students with financial need.

Eligibility: Students must be eligible for federal financial aid as determined by completion of the Free Application for Federal Student Aid (FAFSA).

Pay rate: Working conditions are similar to regular student employment.

How to apply: Job placement is similar to regular student employment.

Federal Work Study

When an employee is terminating, there are a couple of things that you will need to do: enter the termination in Banner and submit the supporting documentation to UA HR.

Entering a Termination

Terminations should be entered into Banner as soon as you are notified. Future dated terminations will be automatically held by the system and won’t start the termination process until 10 days prior to their last day.

How to enter a termination

Timing of Terminations

Termination Codes

When you enter a termination into Banner, it is essential to use the right termination code. These codes are used to understand why people leave the University and if there are any items requiring special handling.

The UA Terminations Codes: Definitions & Special Handling document provides you a list of termination codes that can be used. Pay attention to the termination types that require coordination with UA HR Teams. Those types of termination will require coordination with HR before you enter the termination in Banner.  

Submitting Termination Documentation

Whenever an employee is terminated, the back up documentation needs to be submitted to UA HR through NextGen. Examples of documentation include resignation letters or emails; or notice of non-renewal. Even when you are coordinating a termination with a UA HR team, it is the department’s responsibility to upload the final documents after the termination has been entered. You’ll need the information from NEA2TRM to submit the documents online. 

Students must be taking at least 6 credits (part time) during the academic year in order to hold student employment. Students will not need to take courses during the summer to begin or maintain student employment, as long as they are enrolled as a student for the coming Fall semester.

Graduate student positions may have different requirements for enrollment. Please work with the Graduate School for your campus. 

UAF Grad School  •  UAA Grad School

Yes! As long as they have been accepted as a student for the Fall semester and plan to register for at least six (6) credits, they are eligible for student employment. 

Yes. The Student Employee Waiver is for student employees to request a waiver of UA Student Employment policies (e.g. minimum cumulative GPA, weekly work hours limit).

Submission of this form is required when requesting a waiver to the University of Alaska Student Employment policies (P09.05.020-.030) to waive current cumulative grade point average requirements of 2.0, or to request a workload of greater than 20 hours in student working hours. This form must be completed, signed by the student and the current supervisor, and submitted to the appropriate campus approving office before any exceptions will be considered. Approvals for waivers are managed through the three University Student Affairs offices.

The approved Student Employee Waiver form must be attached with the Job form.

Students are required to maintain a 2.0 GPA each semester to be eligible for employment.

No. Effective Spring 2020, the Personnel team is no longer verifying student enrollment or GPA status when job forms are submitted. It is up to the department to make sure that the student is eligible for employment by maintaining a cumulative 2.0 GPA and minimum credits (varies based upon campus and immigration status).

Required training can be found on the TA&D website.

While classes are in session, students may work up to 20 hours per week (40 hours per pay period). If students are in good academic standing, they may apply for a waiver form which will allow them to work up to 40 hours per week; 80 hours per pay period.* They may work more hours during breaks, up to 40 hours per week (80 hours per pay period). 

**Please note that rules for international students are different: they are not eligible for waivers. Hours they can work are dictated by their work VISA. 

Yes, students are able to work up to 80 hours per pay period during the summer. Their tax status may change based on enrollment and hours worked. 

Yes. Students can work more than 20 hours a week during breaks without changing their e-class from SN to ST.  

You do not need to submit a job form for the SN employees. As long as they have an active job, they can code the additional time to their timesheet. They can start working more hours as soon as their classes have finished.

For more information about student employment, please review the Student Employment Procedures.

Yes. If they already have an assignment that goes through the break and they are not going to be working any additional hours nothing else is required. 

If they are going to be working additional hours and have an assignment that goes through the break, you will need to submit an IFTE job form to increase their hours for the break and an RFTE job form to reduce their hours back down for the spring. If they do not have an assignment that goes through the break you will need to submit a start job form and appointment letter for the break time period. UAF will need to do this through the UAF Graduate School's NextGen form.

They can work over 40 hours for the period during the break without changing their taxable status. The job form will need to have the hours they are going to work per pay period, i.e. 80, but the E-Class will be GN.

No. Student employees (GN/GT/SN/ST) cannot hold other types of positions at the same time. Please see the Employee Compatibility Crosswalk for more details.

Yes, however, students cannot work over 20 hours per week total during the academic year without a waiver (the waiver requires good academic standing and results in a taxable status). If a student has multiple jobs, they must be in the same e-class.

Students will need to balance their hours between all jobs. Departments will have to work together to make sure arrangements are acceptable and possibly to coordinate job forms.

Yes. Both undergraduate or graduate students can be hired into Student Assistants 1 or 2 positions, as long as they meet the GPA and Credit requirements per the Student Employment Procedures.

Yes, as long as they meet specific requirements. However, they will need to be set up as an SN/ST hourly employee. For more information, please see our Hourly Graduate Assignment Guidance.

Please submit a Request for Assistance to the Personnel team with a detailed explanation of what needs to be corrected. You can always attach documents to your request, if applicable to your situation.

Please remember that any documents which contain sensitive information should be sent through an ESM ticket, not an email, to ensure that the information is sent securely.

Please refer to Talent Aquisition's Employment of Minors KBA. For questions, please reach out to the talent acquisition team at ua-hrtalent@alaska.edu. 

Students may work more than 40 hours per week, which will result in overtime pay. A waiver will be required for this situation as outlined in the Student Employment Procedures (page 6). Foreign nationals may have additional work restrictions in place, as their hours may be limited based upon their visa type.

Please keep in mind that if a student is working more than one position, their overtime rate will be based upon the higher wages. You would want to coordinate closely with the other department if that is the case, as they may be the ones paying the additional wages.

To be able to work after the fall semester has ended the student would have to be enrolled or have intent to enroll in the Spring semester.