Recently Human Resources met with representative from departments that are heavily involved in the use of Student Assistant and Federal College Work Study Student employees to discuss issues and workload around the line structure for the Student Assistant and College Work Study payroll. We met with the goal of finding a way to simplify and improve the process of line usage which has grown more complex as student payrolls have grown in size and in the number of assignments held by many students. Working with department representatives, we believe we have come up with a process that will make your life easier as you appoint student employees.

We are pleased to tell you that as of May 17, 2007 we are changing the way we maintain student assistant and federal college work study positions.

The new process will be:

1. Smart Form User, will no longer have to go into views to find a line number. Generic line numbers have been setup.

All you will need to do is select one of the three lines listed below.

Student Assistant Payroll Pay Basis: Hourly Line Number: 20000

Student Assistant Payroll Pay Basis: Fee Line Number: 25000

College Work Study Payroll Pay Basis: Hourly Line Number: 80000

(The organization on these lines will show as Binghamton University when you enter them on the smart forms)

2. It will be critical that you include your POETS string with the correct organization and source of funds to be charged on your smart forms.

3. When the smart form arrives at Human Resources, we will assign a valid line number and put the student into ORACLE and the HRMS system.

4. Line numbers will no longer be needed on time sheets. (Revised time sheets are be forthcoming.)

5. As students with multiple jobs leave one assignment while retaining another or as students move from one position to another, we will no longer have to move them to different lines. They will remain in the original line with only the labor schedule and account information in SUNY HRMS being changed. We believe this change will eliminate the problem of multiple students being appointed to the same line number, the manual tracking of lines that you currently maintain and the need to maintain an excessive amount of lines in the Oracle system. For all new students, we will attempt to maintain the existing line structure. However, this line structure will gradually disappear as students with multiple lines remain in one line over the course of their employment.

6. It will be critical that the correct POETS information be recorded on all student assistant lines as we will be verifying each existing schedule against the timesheets and making changes according to that information.

7. Once we have assigned a line number to your employee and entered them into the Oracle system you will be able to secure accurate line information by using your BUHR Department Web Inquiries – Employee View.

We believe this new process will reduce the amount of work currently involved in your appointment of student assistants and federal work study employees and the tracking of lines for this group of employees.

We wish to thank Sara Ballard, Kellie Duff, Geri Clark, Carol Hall, Geri Harris, Stu L’Hommedieu, Cheryl Nestlerode, Cindy Olbrys and Debbie Standard for meeting with us and helping us with the details and being supportive of this effort.

If you have questions or concerns, please contact either Bonnie Jenson (bjenson@binghamton.edu) x76613 or Sharon Woolever (swoolev@binghamton.edu) x76950.