33.99.08.R0.01 Student Employment

Effective: January 2, 2003

Revised: April 12, 2007

Revised: January 29, 2008

Supplements System Policy: System Policy 33.99.08

1. GENERAL

1.1 General administration of student employment within the University is the responsibility of the Payroll Office.
1.2 The Financial Aid Office is responsible for awarding work-study as a part of a student’s financial aid package.
1.3 Students may not work more than an average of 19 hours per week. If the student is working in two or more departments, the total hours between the positions must not exceed 19.

2. ADMINISTRATION

2.1 The Payroll Office will:

• Assist departments with development of a concise job description and minimum qualifications.
• Make job listings available to interested students.
• Refer interested students to departments for interviews.
• Provide payroll schedule with deadlines for biweekly payrolls.
• Make biweekly payment to student workers based on hours, rate of pay and account information provided by employing department.

2.2 The hiring department will:

• Interview prospective employees for available positions.
• Prepare and submit a Record of Employment form to the Human Resources Office when a student is hired.
• Ensure that students who are being employed for the first time by the University complete necessary paperwork in Human Resources prior to beginning work. A student cannot be paid until this paperwork is complete.
• Ensure that students hired for work-study positions present department with work-study permit before beginning work. If a student hired in a work-study position has not been awarded work-study through Financial Aid, the hiring department will be responsible for payment from departmental operating funds.
• Establish a work schedule not to exceed 19 hours per week.
• Establish job duties and supervise student while performing these duties.
• Maintain adequate time records (signed time sheet) as supporting documentation for the department Payroll Preparation Report (PPR) turned into the Payroll Office.
• Return signed PPR to Payroll Office by designated time in order for students to be paid.

2.3 Student employees will:

• Ensure that they have completed all necessary paperwork in Human Resources prior to beginning work. (This ensures that the first paycheck is received -according to schedule.)
• Report hours daily on time sheet provided by employing department. Sign time sheet prior to deadline for submitting hours and turn in to supervisor for signature.
• Not exceed number of work-study hours allotted for the semester or an average of 19 hours per week.

3. ELIGIBILITY

Students must be enrolled for at least 6 hours during a semester (3 hours during summer semesters) or be pre-registered for the same in the following semester to be eligible for employment under these provisions. Students must have an acceptable academic record determined by each hiring department.

4. BENEFITS

Student workers do not qualify for vacation, sick leave, emergency leave or holiday pay. Student workers are not eligible to participate in retirement or group insurance programs.

References : Procedure H33.04

Contact for Interpretation: Payroll Office