Student E-TRAC PROCESSING

FALL 2006 and Spring 2007

The Payroll division completed the Auto-Termination process for student employees in class/job codes 1870, 1871, 1872, 1874, 1875 with appointment end dates of May 31, 2006 or earlier.  These terminations reflect all Student Employees who were not reappointed in these positions as of June 1, 2006.

Job/Class Codes 1870, 1871, and 1872 - Student Assistant/Work Study:

1) Student Express Reappointment dates for Fall 2006 are as follows: September 1, 2006 – January 30, 2007

2) Student Express Reappointments dates for Spring 2007 are as follows: February 1, 2007 - August 30, 2007

Express Reappointment cannot be use for a pay rate change unless you are also reappointing the position where the appointment end date has expired.

To process a pay rate change for active student employees that are not part of your Express Reappointments, complete an individual E-TRAC as follows:

• Action:  Pay Rate Change
• Reason:  Student Pay Rate Change

Note:  A student's pay rate on the last day of the month will determine pay for the entire month.

Job/Class Codes 1874, 1875, 1876 Bridge Student Assistant/Work Study:

Any Student who is working more than an average of 20 hours per week must be appointed into a Bridge classification.

E-TRAC Express Reappointment is not available.  For these job/class codes the appointment effective date is the first day of work in the class/job code or the day after the expiration date.  We strongly suggest the following with regard to appointment end dates:

• January 30, 2007 (end of the fall semester)
• June 30, 2007 (end of the spring semester)
• August 31, 2007 (end of the summer appointment)

If an active bridge position does not exist or the existing bridge position has a status of terminated, complete an E-TRAC as follows:

• Action: Employee Hire

If an active bridge position already exists, and the re-appointment is to take place the date after the expiration date, complete an E-TRAC as follows:

Action: Data Change

• Reason:  New Temp Appointment

 Whenever there is a gap between the expiration date and the reappointment date, a termination and a new hire effective the first date of employment must be processed. Complete E-TRAC as follows:

• Action: Termination
• Reason: End of Temp Appointment
• Action: Hire

Job/Class code 1868 Non-Resident Alien Students: 

Students new to the University must have their SPAR form stamped by Internal Audit.  The date indicated on the stamp will be the end date of the appointment.  For returning NRA students the end date of the appointment will conform to the dates indicated on the EEV form.

Most returning NRA students will have an appointment end date prior to the end of the month.  You may appoint them on the day after their current appointment expires if the student is approved to work as of that date.

• Action: Date Change
• Reason: New Temp Appointment

Be aware that any pay rate change implemented during mid month will affect the pay rate for the entire month.  You may do an E-TRAC beginning of the following month if you want to increase the pay rate at that time.

• Action: Pay Rate Change
• Reason: Student Pay Rate Change

Whenever there is a gap between the expiration date and the reappointment date, a termination and a new hire effective the first date of employment must be processed. Complete E-TRAC as follows:

• Action: Termination
• Reason: End of Temp Appointment
• Action: Hire

Job/Class code 1150 and 1151 Instructional Student Assistant (ISA):  

Appointment letters must be submitted to Payroll before E-TRAC can be processed and loaded.  A change in an appointment such as a time base change may determine if the Student Employee contributes to a retirement plan.

If an active ISA position already exists, and the re-appointment is to take place the date after the expiration date, complete an E-TRAC as follows:

• Action: Data Change
• Reason:  New Temp Appointment

If and whenever there is a gap between the expiration date and the reappointment date, a termination and a new hire effective the first date of employment must be processed.

• Action: Termination
• Reason: End of Temp Appointment
• Action: Hire

Note: Effective and end dates on the appointment letter must coincide with the effective and expiration dates on the E-TRAC.

Resignations/Separations for All Job/Class Codes:

If an employee resigns or is separated prior to expiration date, a termination E-TRAC must be processed IMMEDIATELY.

If you have any questions or needs further clarification, please contact Marilyn Cunningham at X54067.