Post on 16-Aug-2020
Step 1: Hiring
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HUB Hiring Manager: Post Job Opening
Husky Jobs: careers.washington.edu (login required to post/close) HUB Jobs: depts.washington.edu/thehub/home/hub-‐jobs/ Action: HUB Manager provides HUB Tech with Husky Job #, post and close dates.
STUDENT EMPLOYEE HUB HIRING MANAGER Students will have access to Employee Self-‐Service (ESS) once they are entered into the UW Payroll system and will need to complete the following steps:
HUB Student Employee Hiring Process
HUB Hiring Manager will review ESS, online timesheet, HUB Manual, and other requirements of HUB employment with the new student employee, including:
1. Online Timesheet Training: Access, save vs submit, payroll dates, etc. 2. HUB Student Employee Manual: Provide and/or review the manual with the student, if student has not or cannot attend HUB Student Employee Orientation. 3. Keys: Determine student's need for keys, contact Kurt who will assign and distribute keys to student. Student must sign keycard. 4. Student Badge & Directory Photo: Arrange with HUB Tech for headshot photo. 5. Unit Specific Training: Hiring Manager provides job training. Timeline: Hiring Manager is responsible for making sure all steps are completed within the first pay period.
Required HUB Training & Tests 1. HUB Student Employee Orientation [Date TBA] 2. HUB Safety Training [Date TBA] 3. EH&S Asbestos Test [Online]*
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Scheduling: Hiring Manager adds student info to whentowork.com and provides training. [Current users: EVS, Info Desk, SBMs, Games, BG Newsstand, Resource Center]
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ESS Website: www.washington.edu/ess* 1. Taxes: Student completes and submits the IRS W-‐4 form. 2. Direct Deposit: Student may provide a bank routing and account number to initiate direct deposit. First deposit is a test; actual check will be at the HUB Cashier. 3. Address: Student may provide an alternate or local mailing address from what was provided on the HUB Employment Notice.
Job Evaluation: Hiring manager determines evaluation criteria and schedule. Raises or Additional Appointments: Hiring manager submits changes online via the Employee Status Change Form [NOW ONLINE!!!]
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HUB Manager & Unit Staff
Interview & Selection "You're Hired!"
Step 2: Employment Paperwork* HUB Hiring Manager & Student: Complete & Submit Paperwork
1. HUB Employment Notice [NOW ONLINE!!!]** 2. USCIS Form I-‐9 + supporting documents [Required regardless of previous HUB or other campus employment] 3. Student Employee Documentation Form [HUB Hiring Manager retains this form] * All forms, links to external forms, and urls are available via the HUB Staff Portal **NEW: Request CAAMS access, and HUB Building Use Permit using the employee notice form.
HUB Accounting and Payroll Coordinator Action: Payroll coordinator adds student to UW Payroll, activates their online timesheet, assigns all appointments and pay rates, enables Employee Self-‐Service.
REQUIRED EMPLOYMENT PAPERWORK* All New Hires • Student Employee Notice** • USCIS I-‐9
Plus, if student is a Naturalized Citizen: • Copy of Naturalization Certificate showing
USCIS/Alien Registration Number Plus, if student is an International Student • Copy of Passport photo page (country of origin) • Copy of UW visa -‐ F-‐1 • Copy of UW I-‐20 for F-‐1 student visa • Arrival/Departure Card -‐ USCBP I-‐94 • Foreign National Payment Data Sheet -‐ UW Form
1007 • Nonresident Withholding Exemption -‐ IRS 8233
Plus, if student qualifies for Work Study: • Job Referral Form
Step 3: Employment & Training
* All forms, links to external forms, and urls referenced in this document are available via the HUB Staff Portal **NEW: Request CAAMS access, and HUB Building Use Permit using the employee notice form.
1. Inform HUB Accounting of the Employment End Date: Using the Employee Status Change Form [NOW ONLINE!!!]. This notifies the Payroll Coordinator to change status in UW Payroll, terminate UW Online Timesheet, and remove CAAMS access, if necessary. 2. Confirm student's permanent address in ESS. 3. Retrieve HUB keys and return to Kurt Managers CANNOT redistribute keys to other employees. 4. Retrieve HUB Building Access Card. 5. Exit interview: Provide student with Student Employee survey link. 6. Remove from whentowork.com, if applicable. 7. Update Student Employee Documentation form. Timeline: Ideally, all items should be completed by the student's last day or within the last pay period of employment.
HUB Student Employee Hiring Process
Step 3: Job Separation
1. Inform HUB Accounting of the Employment End Date: Using the Employee Status Change Form [NOW ONLINE!!!]. This notifies the Payroll Coordinator to change status in UW Payroll, terminate UW Online Timesheet, and remove CAAMS access, if necessary. 2. Retrieve HUB Keys and Return to Kurt Managers CANNOT redistribute keys to other employees. 3. Confirm student's permanent address in ESS. 4. Retrieve HUB Building Access Card. 5. Exit Interview: Provide student with Student Employee survey link. 6. Remove from whentowork.com, if applicable. 7. Update Student Employee Documentation form.
STUDENT EMPLOYEE HUB HIRING MANAGER HUB Hiring Manager is responsible for completing several tasks when a student leaves their employment with the HUB, including:
Students are responsible for certain steps upon notifying a supervisor of their intention to leave HUB employment, including: 1. Determine last day of employment, notify manager. 2. Update permanent address in ESS, if necessary. 3. Submit final online timesheet. 4. Return HUB keys and/or HUB Building Access Card Permit to HUB Manager. 5. Exit Interview, if requested. 6. Submit Student Employee Survey.