SOEST Fiscal Services

Payroll Processing Information

To access the Student Employment and Cooperative Education (SECE) website, please visit sece.its.hawaii.edu/sece/loginDisplay.do.

To access the Timesheet and Payment System (TAPS) website, please visit www.hawaii.edu/timesheets.

FAQ's and General Information

Student Employment
Overload & Casual
Grad Assistants
BOR Appointments

STUDENT EMPLOYMENT

Q: I am a new user to SECE, how do I gain access to the SECE website?

A: A new user will need to set up a UH Employer Profile on the SECE website. Login to SECE with your UH username and password. Click on your name at the top right corner and select "View/Edit Profile". When setting up your UH Employer Profile, please fill out the information as accurately as possible. Once this is complete, you will be able to access the forms, update job information, and approve timesheets but you will not have access to the Placements section. Placements access is necessary for hiring new students.

New users are required to go through a training session before they are granted Placements access on SECE. Please contact Ya-Yun Hsueh at yhsueh@hawaii.edu to set up a training session. Once the training session is completed, the Student Employment Office will be contacted to give access to the new user.

Q: I have chosen an applicant and I am ready to hire, what is the process for hiring a student employee?

A: To hire a student, you will need to process a Hire Transaction on SECE. To complete the Hire Transaction, the applicant is required to fill out the HW-4 and W-4 forms. The applicant's tax exemptions and address will need to be inputted in the hire transaction. Please see below for the additional information that is needed to complete the hire transaction.

Help with filling out the Hire Transaction:
Note: Most of the student's information will be auto generated from the UH system.

Federal and State tax exemptions are based on the student's W-4 and HW-4 forms

FICA Code (FICA Tax Exemption)

"K0 - Not Exempt " for summer months, if student is not enrolled in at least half time.

"N0 - Exempt" during fall and spring semesters, if student is enrolled full time.

Appointment Period - tentative appointment period, not to exceed one calendar year - Check with the PI/Supervisor

Payroll number (F1 or F3), Warrant Distribution Code, Account Code, etc.

F1 is for Federal Work Study students, F3 is regular payroll for student employees

Account code and warrant distribution code - Check with the FA
Once submitted, the Hire Transaction will be routed for approval. The Student Employment Office will have the final approval. Once the Hire Transaction is approved, the student hire and supervisor will receive an email notification from SECE. The applicant cannot start working until the Hire Transaction is approved by Student Employment Office.

Q: What documentation is needed by SOEST Fiscal when a new student is hired?

A: SOEST Fiscal only requires the original copies of the HW-4 and W-4 Forms. The followings forms are not required by Fiscal: copy of Social Security Card, Birth Certificate, Driver's License, I-9 Form, etc.

The electronic I-9 Form should be filled out by the student hire on the SECE website. The electronic I-9 can be found in their SECE account under the "Documents and Forms" tab. The student hire is required to bring the original acceptable documents to the Student Employment Office at QLCSS Room 212. The list of acceptable documents can be found in the I-9 form.

Note: Student Employment does not accept copies of the acceptable documents.

Q: I am hiring a student who currently has another SECE position, is there anything additional required?

A: Yes, please have the student complete the "Multi-Job Memo". It is required that the student and both supervisors sign the memo. Once signed, make a copy of the memo and forward to SOEST Fiscal then send the original memo to the Manoa Career Center (QLCSS Room 212). The memo is located in the employer's "Forms and Info" tab on the SECE website.

Note: Please make a copy of the multi-job memo for your files.

Q: How do I update the job contact, supervisor, or approvers for a job position?

A: To update this information for a job position, please do the following:
Log into SECE and click the "Jobs" tab

Search for the job number, and click on the job number

Under the "Job Contact, Placement and Timesheet Approval Information" section, update the appropriate field with the UH Username of the person you want to add or remove.

Please contact Ya-Yun Hsueh to request for the SECE Roles Template to assist you when you are updating each section.
Note: It is required to include the appropriate back-up Fiscal Administrator on your Job Position. This will avoid any delays, in instances, when the normal FA is out of the office. Please contact the FA to confirm their back-up FA.

Q: My student employee no longer works for the University, what do I need to do?

A: You will need to process a transaction to terminate the employment in SECE. This will need to be done after two pay periods have passed since the employee received their last paycheck.
Log into SECE and select "Placement" Tab

Search for student by last name, and select student

On the student records page, select Create New Transaction

For the transaction type, select "FC-C/T - Fund Chg - Change or Terminate Account Code"

Check the Terminate box next to the account code, if there are multiple accounts, check the terminate box next to each account code

Check your approval box and submit
Note: Please check if the student is leaving UH Manoa. If so, please request the student to cancel their direct deposit.

For more information regarding Student Employment, please refer to A9.880: Student Employment

For commonly used student employment forms, please visit www.soest.hawaii.edu/soest_fiscal/forms.html#payrollforms.

OVERLOAD & CASUAL

For help with submitting a Form 6 for an Overload/Casual appointment, please contact your Fiscal Administrator or SOEST Personnel (Susan Yago, x63185) for assistance.

Q: What is the procedure to terminate or make changes to an Overload/Casual appointment?

A: Effective 6/20/13, personnel will no longer accept changes and terminations to overload/casual appointments on the Form 25. Please submit changes and terminations to your FA's on the Overload/Casual Form 6. Personnel has provided samples of how they would like to have the forms submitted (please see links below). Please note box #19 (Nature of Action) on the sample Form 6's, this will designate the reason for the Form 6 (Termination, Change in Salary Schedule, Account Change, etc.). Please include any relevant or necessary notes in the remarks section.

Sample Form 6 for Changes
Sample Form 6 for Terminations

As a reminder, after the overload/casual period has ended, please remember to submit a Form 6 to terminate the appointment.

Q: What are the 2019 deadlines to submit the Overload/Casual Payment Forms?

A: For a complete listing of the 2019 Overload/Casual Payment Form deadlines, please visit the following link:
2019 Overload/Casual Payment Form Deadlines

Q: Is a supervisor's signature required on the Overload/Casual Payment Form?

A: Yes, a supervisor's signature is required to certify that the work has been done:

1. SOEST internal overload payment forms for Graduate Assistants should be "certified" by supervising PI, or their delegated signing authority if away on travel or leave.

2. SOEST internal overload payment forms for PI's should be "certified" by Department Chair, or their delegated signing authority if away on travel or leave.

3. SOEST internal overload payment forms for Department Chairs should be "certified" by the Dean's Office.

Q: An employee outside of SOEST, is being paid for his/her overload appointment on a SOEST account. How are these payments handled?

A: TAPS payments are entered and submitted by the fiscal office for the account that is being charged. In this case, because the account being charged is a SOEST account, the TAPS business office for SOEST would need to enter and submit the payment.

Department Admin Staff: Even though the employee is not a SOEST employee, please submit an Overload/Casual Payment Form for the employees.

FA's: Please remember to submit a copy of the Form 6 to the Fiscal office, as we do not receive a copy from the outside school's personnel office. We use the Form 6 to verify accuracy of the account being charged and payment amounts.

Please contact Ya-Yun Hsueh (x62067) for additional information regarding the Timesheet and Payment System (TAPS).

For commonly used forms regarding overload and casual appointments, please visit www.soest.hawaii.edu/soest_fiscal/forms.html#payrollforms.

GRAD ASSISTANTS

GA SALARIES
Excerpt from EXCOM Meeting notes (8/14/2013):

The Graduate Assistant stipend schedule was changed, system-wide, in the spring of this year. The bottom two pay steps were removed, while four new pay steps were added to the top of each schedule (9- and 11-month). Students are presently being paid on the step that is closest to their old schedule, though for all new offers (continuing and new students) the minimum step to be offered within the School is a GA-11 (old GA-13). Investigators in SOEST have the option (and are encouraged) to pay their RAs higher to maintain/attain competitiveness in attracting students.

Q: What is the Graduate Assistant stipend schedule?

A: Please see below link for the GA stipend schedule:
www.soest.hawaii.edu/soest_fiscal/ga_stipend_schedule.pdf

Q: What are the recommended guidelines for grad student salaries?

A: Please see below link for SOEST recommended guidelines:
www.soest.hawaii.edu/soest_fisal/ga_salary_guideline_SOEST2018.pdf

BOR APPOINTMENT

Effective July 1, 2013, UHM is implementing centralized position management for all general-funded permanent BOR Positions. Please visit the following links for more information.

UHM Centralized Position Management Process Information
Permanent Position Count Management Work flow
Request to Advertise Template
Section 113, Notice of Recruitment or Hire of Temporary Unbudgeted Position

For commonly used forms regarding BOR appointments, please visit www.soest.hawaii.edu/soest_fiscal/forms.html#payrollforms.

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