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Student Employment

Supervisor's Manual

Student Employment Office Staff Members
Affirmative Action and Equal Opportunity Policies
Student Employee Defined
Definitions and Codes
Appointing Authorities
How to Request a Student
Interviewing Student Employees
How to Hire a Student
Hiring Students under 18
Hiring Disabled Students
Orientation
Breaks / Lunch Period
How to Pay a Student
Updating a Student Job
Monitoring Student Hours / Earnings
Number of Hours Students Can Work
Pay Rates
Overtime
Volunteer Hours
Pay Dates
Performance Evaluations
Reporting On-The-Job Injuries
Termination of Employment
Work Study

 

Student Employment Office Staff

Kathy Johnson, Human Resource Consultant


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Affirmative Action and Equal Opportunity Policies

Employers must adhere to all applicable policies when recruiting, interviewing, and hiring student employees. Students who believe they have experienced employment discrimination based on any of the above mentioned circumstances should be referred to Equal Opportunity, Bouillon 205. All employment grievances based on discrimination are processed through that office & utilize the Affirmative Action Grievance Procedures.

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Student Employee Defined

Student Employee: A student employee is a person hired in a temporary role position on campus who is also enrolled at least half time (6 credits for undergraduate students, 5 for graduate students).  See Summer Work Hours Eligibility for special summer definition, as summer can be treated as a break period, providing that certain conditions are met.

There are 3 main types of Student Employee:

Regular Student Employee - Students who work on-campus and are not awarded Work-Study. Employers pay 100% of the student's hourly wage. The vast majority of campus jobs are regular jobs.

Federal Work-Study (FWS)  - Students are awarded FWS by the Financial Aid Office. FWS is a federally funded financial aid program that usually pays 65-75% of a student's hourly wage. The wage rate must be based on job duties and the current rate for similar positions. Non Washington State residents will be awarded FWS unless there is a compelling reason to award SWS instead (see below).

State Work-Study (SWS)  - Students are awarded SWS by the Financial Aid Office. SWS is a state funded financial aid program that pays 70% of a student's hourly wage. Per program rules, SWS wages must be comparable to on-campus civil service wage rates. These wage rates are set by Student Employment and are determined by comparison of the Job Description to the WA Dept. of Personnel position classification tables. Typically SWS is awarded to Washington State residents, and priority consideration will be given to those who find jobs related to their major/minor or career goals, high demand or high skill level jobs. SWS may also be awarded if FWS funds are exhausted. A very small number of non WA residents may be awarded SWS for SWS special projects under very limited circumstances.

Because Work-Study Funds are limited, many qualifying students do not receive an award. Awards are made to students on a first-come, first-served basis. Please see details. Most students are hired through the Regular Student Employment Program using departmental funding.

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Definitions and Codes

Combo Code (Budget Code in PeopleSoft FMS)
This is the budget code on the student hiring form that specifies what funding source the student will be paid from. The entire combo code consists of the 5-digit department code, the 8-digit Project ID code, and the one-digit Operating Unit code. Incorrect or incomplete codes will necessitate correction follow up and greatly slow processing. The FMS Account code for student wages is 51815, and is assumed for student hiring.

Appointing Authority
Person authorized to approve hiring decisions for specified area/department and to authorize wage expenditures from the combo codes.

Special Note for CWU Centers: CWU Center supervisors will complete the I-9 with the student, then send them to Student Employment. It is highly recommended that you fax or scan/email the forms to us while the student is with you. This allows us to review and correct the forms if necessary; this saves valuable time by avoiding return of the forms for completion.

Earn Code
Identifies the category of Student Employee earnings in the payroll system. Click here for a listing.

Department Code
Part of the budget "combo code." On hiring forms write in the Department Code, the Project / Grant ID, and the Operating Unit. Contact the Accounting dept. for assistance in identifying your number. (On the full combo code that includes Account, student wages are always 51815 for the last part of that number, and is assumed on student hiring forms, so you do not need to fill out this number. You will see it on your labor distribution reports.)

Pay Period
Time frame defining the days covered by each pay check. CWU has two Pay Periods per month: 1st - 15th (paid on the 25th) and 16th - the end of the month (paid on the 10th of the following month). See the payroll schedule and click on the current Calendar on the left menu for details.

Project / Grant ID Number (PeopleSoft FMS)
The second part of the combo code cluster required on the upload spreadsheet and other hiring documents. It identifies the specific "pot" of money the student will be paid from. As of 7/1/2008, the Project ID number is an 8 digit number.

Operating Unit
A one digit code that identifies the area(s) of the university that this expenditure will support. It does not identify the area where the employee is located, but rather who they serve. For example, if your student employee will be staffing a counter that will ONLY serve people located in Ellensburg, then you should use a "1" for the code. If this same student also serves people from other areas, such as one or more CWU Centers, then use a "0" for the code. Please contact Budget if you need assistance in determining your Operating Unit code.

Time Keep Location
A 3-digit code assigned by Payroll Office; this number is not the same as your building or room number.  Identifies your department / location so Payroll knows where to open the Rapid Time Entry window for Timekeepers or to send the Time Report.

Rapid Time Entry
On-line process in the payroll system to submit student work hours for payment. Time Keep Location code determines where the Rapid Time Entry panel will be accessed and controls which employees appear.

Time Report
Printed by the Timekeeper from the Rapid Time Entry panel as a physical record of time submitted.

Reconciliation Report
Available after payroll has run and printed as a physical record of time submitted. The payroll supervisor emails departments after payroll has confirmed to let Timekeepers know they can run this report. Timekeepers should carefully check this report to make sure that the time that will pay is the same as the time that you intended to submit. If you catch any errors on this report, please notify the Student Employment office (or Financial Aid-Work Study if it involves Work Study). The RTE report allows you to see if the time you intended to pay is what in fact, will pay.

Time Sheet
An hour-by-hour record of time a student worked. Do not cross pay periods on a single Time Sheet; only ONE pay period should be listed on a Time Sheet.  The timesheet must be completed and signed in ink by both student and supervisor. RETAIN in department records for audit purposes. IMPORTANT: In almost every case of alleged Time Sheet fraud, the employee had access to the Time Sheet after it was signed. Protect your student employee from the risk of suspicion or temptation; NEVER allow the student to have possession of the Time Sheet after it is approved.

Work-Study
Contact the Financial Aid Office (Barge Hall, Room 115 or 509-963-1611) with Work Study questions or concerns.

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How To Request a Student

Effective Winter Quarter 2013, on-campus student jobs (Ellensburg and the Centers) are posted in PeopleAdmin (PA) on the Human Resources Jobs page.

All student jobs must have a Job Description and must list the JD# on the upload spreadsheet you send to workstudy. You can submit a request for a new or current job via PeopleAdmin. You should find the PeopleAdmin posting process somewhat similar to the previous posting process; you enter job information on-line into specific fields.  Most student jobs have been uploaded into PA and are in “Draft” status; if you know the job number or title, we can help you find any job. Contact Student Employment at 509-963-1202 if you need immediate assistance.

Employers are not required to post jobs but you are encouraged to do so. You may have a sufficient applicant pool through direct inquiry from students, but it would be easier to find qualified students and for them to connect with you if you post your jobs on-line. You will have a larger applicant pool from which to select and you avoid confusion regarding qualifications, job duties, wage, etc.  You can indicate on your posting for students to apply through the on-line student application in PeopleAdmin.

Remember: Even if you do not post the job on-line, you must adhere to the University's Affirmative Action Policy and practices when recruiting and/or hiring students and avoid prohibited pre-employment inquiries (see information below).

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Interviewing Student Employees

Supervisors must avoid any Prohibited Pre-Employment Inquiries as outlined in WAC 162-12. Interview questions should be based on job duties and necessary qualifications, and the same questions should be asked of all applicants. Be sure to avoid any questions regarding gender or age bias or other inappropriate inquiries.

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How To Hire A Student

Please see How to Hire a Student under Employer Resources on the left hand side of the page.

Click here for an easy tutorial which will help you determine the maximum number of hours per week the student can work and does the work of interpreting the regulations for you!

If your upload spreadsheet is turned in and processed in time, it will delay the student's first pay check by one pay date.  If the Timekeeper is able to enter the student's hours for the student for the first pay date, the upload spreadsheet was processed and the student will receive a check on the regular pay date.
(NOTE: Employers must notify students of this delay at the time of hire so they can plan their finances accordingly.)

Employers are responsible for knowing and correctly stating all information requested on the upload spreadsheet. Incomplete or inaccurate forms are returned to supervisors through campus mail. This will delay when the student can be placed on the payroll.

The Student Employment web site does not list all policies relating to employment at CWU, but rather gives general employment guidelines and information specific to student employees. Please contact Student Employment if you have questions not addressed in this manual.

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Hiring Students Under 18 Years Old

If you are hiring a student under the age of 18, you must be aware of special conditions involved in hiring a minor. Full details on hiring a minor are available on the WA state L&I website.

How to hire a minor:

  • Obtain a Parent/School Authorization Form. Before employing a minor, you must have the minor's legal guardian and school (during the school year) complete the Parent/School Authorization form and keep it in your files. Employers must keep the completed form on file. It must be renewed annually. When school is not in session, a school signature is not required.
  • Obtain proof of minor's age. You must keep proof of age on file. Examples include a copy of a birth certificate or driver's license, or a witnessed statement of the parent or legal guardian.
  • Keep employment records for 3 years after you hire a minor. You must keep information such as employee name, address, occupation, dates of employment, rate(s) of pay, amount paid each pay period and the hours worked. These records must be available to the employee on request at any reasonable time.

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Hiring Students with a Disability

Supervisors must not discriminate against a student applicant or employee, that has a disability, who is otherwise qualified to perform the essential functions of the job. Reasonable accommodation must be made to employees, provided such accommodation does not create undue hardship on the conduct of the University's function. Contact Disability Services for guidance in determining reasonable accommodations for students with a disability.

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Student Orientation

Employers must ensure that students have a clear understanding of their duties & responsibilities prior to beginning work. Hiring a student is a responsibility which requires planning by the employer. It is imperative that you inform the student of office procedures such as, safety rules, what to do in an emergency situation; how to respond to a fire alarm; where the first aid kit, fire extinguisher, and other safety equipment is located; make sure they are aware of evacuation routes and procedures; etc.

Students should understand the hours they are expected to work, how requests for time off are handled, how/when to call in sick, departmental dress code, etc. Employers must also provide basic information, such as the location of restroom, where coats & personal belongings should be kept, departmental policy regarding beverages/food at the work station, etc.

In many cases, this may be a student's first work experience. A clear understanding of expectations set forth at the beginning helps prevent misunderstandings, and the necessity for taking corrective action. Communicating regularly with your students greatly helps both of you.

Praise your students often when they do a good job. This will encourage them to do their best, and when you need to correct them, they are less likely to resent it. They won't be inclined to feel like the only time they hear from you is when you have complaints about their work.

Dealing honestly and promptly with inappropriate behavior problems can often stop bigger problems from developing later. Don't assume they somehow "know" you are happy or unhappy with their work - tell them. They cannot know how you judge their work unless you tell them. When correcting an employee, do so privately and in a civil manner that respects their human dignity. Do not humiliate them by reprimanding them in front of other employees or the public. In short, treat them the way you would like to be treated if you were in their place.

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Breaks / Lunch Period

Students working at least four consecutive hours must be allowed to take a paid break of at least ten minutes for each four hours they work; the break should fall approximately half-way through each four-hour shift.

Students working more than five consecutive hours must be given an unpaid lunch break of at least 30 minutes. This break is in addition to the paid break.

Breaks and lunch periods may not be accumulated and taken at the end of a shift (such as not taking a break & leaving early). Breaks are intended to provide a rest period during a shift in order to promote safety and productivity. Breaks and meal periods are regulated by Washington State rules: WAC 296-126-092.

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How To Pay A Student

Please read the university procedure on paying a student. After the student has been approved to work, provide them with a time sheet. Time Sheets are printed from the HR website. MAKE CERTAIN that you have completed a hiring form with the student and that it has been sent to Student Employment.

You are responsible for informing the student that their first pay check will be delayed if the hiring forms are received after the beginning of the payroll period. For example, if you start a student working on the 19th, you must have the completedthe Uplaod Spreadsheet and send to HR Data by the end of the day on the 16th in order for the student to receive a check on the first payday, the 10th.  (In addition, the student must have completed all of their paperwork, such as I-9, background check authorization form, PERS waiver, etc.) If the 16th falls on a weekend or a holiday, the deadline is the last working day BEFORE the 16th.

If the form is received after the first day or the pay period, the 19th in this example, you MUST notify the student that they will miss the payday on the 10th, and their first check will be on the 25th of the next month and will include hours worked from the 19th of the first month through the 15th of the next. Assure the student that all hours worked will be paid. Students are usually okay with waiting a pay period for their first check, IF they know about it and can plan their finances. But, as you can imagine, it would be very difficult to budget if they did NOT know about the delay.

Make sure the student knows to sign the time sheet, and when the time sheet must be submitted to their supervisor (normally the 15th and the last workday of each month). It is the student's responsibility to submit the time sheet to their supervisor by the department deadline, and the supervisor's responsibility to make sure that they follow instructions. Late time sheets will be paid on the next regular payday. Departments may contact Payroll for special instructions in a hardship situation. Follow Payroll office instructions for submitting hours from a prior pay period. Late time sheets are a supervisory problem and should be handled as such. You should take corrective action if your student employee submits late time sheets without a really good reason - especially on a recurring basis. It causes extra work for you, for your office support staff, for Student Employment, for Payroll, and for Student Financial Services. Train your students to turn in their time sheets on time every time, to sign them in ink, and cross out and initial any changes before they give it to you.

At the end of each Pay Period, the supervisor must:

  • review the time sheet for accuracy and completeness
  • make sure the time sheet contains dates for only ONE pay period. Have the student re-do the time sheet if it crosses pay periods.
  • sign it in ink
  • submit it to the Timekeeper, the person who processes payroll for their department

Do not allow the student to handle their time sheet after the supervisor has signed it. Protect your student employees from the risk of suspicion or temptation.

The Timekeeper will enter the time on Rapid Time Entry panels or transfer hours to a Time Report.

If the student's name does not appear on the Rapid Time Entry panel, contact HR Data (hrdata@cwu.edu or ext. 2277) to find out why the student's name did not appear. DO NOT send the student to find out why they did not appear on the payroll; the department must inquire. In most cases the reason is that the upload spreadsheet was submitted late (or not at all) to Student Employment for the student, or there was a problem with it or a system glitch. Remember that a new upload spreadsheet must be done for each summer and academic year. If the submission deadline has been missed, the time sheet must be submitted as soon as possible with a Pay Request to Student Employment; the student will normally not be paid until the following pay period. Students who turn in late time sheets must wait until the next regular payday, and the department must submit these late hours per Payroll office procedures.

Employers must proof all pre-printed information on the timesheet and/or Rapid Time Entry Panel for errors. Report errors to Student Employment as soon as possible so that we may correct the data. We will appreciate the chance to correct the data.

Student jobs cannot be set up to automatically split payments between two or more budget codes.  If a student has more than one payroll assignment, the Timekeeper must ensure that hours are placed on the correct line. Pay particular attention to Earn Code. Hours intended to be paid on Work Study must be paid on the correct line. Student Employment will not correct earnings if Work Study hours are placed on the wrong line.  However, we will correct earnings if the problem was caused by Student Employment data entry error or a system or similar type error. Contact the Payroll office if you need to request that wage expense be moved from one Project ID to another Project ID. If the student has reached their maximum earnings on Work Study, excess hours will automatically switch over to regular student employment at the Work Study wage rate. Hours that exceed the maximum may be manually divided and placed on a separate line by the Timekeeper.

Employers may not add a name to the Time Report for a Work-Study student, or change existing information. Student Employment must verify data and sign off on changes before forwarding to Payroll. Changes not signed by Student Employment will be rejected by the Payroll Office.

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How to make update or changes to your student job in the system:

Manager Self-Service allows you to view information and process changes for those students who report to you.

How to access Manager Self-Service:
Go to CWU homepage at cwu.edu
Click on MyCWU link at the top of the page. Then click Sign In at the top left of the page.
Enter your Novell username and password.
Click Main Menu>
Manager Self Service > CW HR Transactions > pick the appropriate transaction

Questions? Call extension cAPP X2277

Late changes will not appear until the following Pay Period.

Click here to view and print the current Payroll Schedule on the Payroll website.

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Monitoring Student Earnings/Hours

It is the employer's and the student's responsibility to ensure students do not exceed the number of hours they are allowed to work. Do not schedule (or allow) students to work beyond these limits.

Employers must ensure that Work-Study students do not exceed their per term award amount. Once the student earns their full term award, they can continue working if a regular student job was submitted on an unload spreadsheet PRIOR to scheduling additional hours.

Per federal law, employers must pay students for all hours worked - no exceptions.

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Number of Hours Students Can Work

The totals listed below include all on-campus jobs combined. See the easy Hours Tutorial! Just answer a series of yes or no questions and find out how many hours per week your student can work.  See the Washington Code for more information.

The totals listed below include all on-campus jobs combined.

Full-Time Students (12 or more credits, 10 if a graduate student):
Can work 19 hours per week while classes are in session, and 40 hrs/wk during breaks. Students may begin working their increased hours during breaks immediately after they complete their last final exam. Special Note: All students EXCEPT international students may average their hours over a calendar month. So, for example, they could work 20 hours one week, 18 the next, etc. as long as they do not exceed the 19 hour per week average. International students have an absolute per week limit due to their special visa status. (See Summer section for special summer hours)

Less than Full-Time Students (6 - 11 credits, 5-9 if a graduate student):
Are limited to 69 hours per month during ALL months, including breaks.

If a student drops below full time credits within a term, the 69 hrs/month limit applies, beginning with the month they drop.

Dropping below full time credits during any term of the academic year may affect the number of hours a student can work during SUMMER. See Summer section.

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Student Pay Rates

All student employees must be paid on an hourly basis except for certain established salaried positions. Employers may set the hourly wage for all students except State Work-Study student employees. Per program rules, State Work-Study wages are set by Student Employment, and are comparable to civil service rates.

Wages should be based on skills and qualifications required for the job. It is not appropriate to set an hourly wage based solely on student status or Work-Study eligibility. The minimum wage in Washington state is established each year on January 1. Please check for the current minimum wage in Washington state.

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Overtime

If a student works in excess of 40 hours in one week (Sunday - Saturday), they must be paid the standard overtime rate. Overtime is not allowed for student employees except during breaks. If a student is employed in two or more departments, the department that works the student beyond 40 hours in the week is the department that is responsible for paying the overtime.

Students cannot be paid overtime through the Work-Study Program. Overtime must be paid as Regular Student Employment. 

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Volunteer Hours

Employers are prohibited from accepting volunteer hours from their paid Student Employees, per the federal Fair Labor Standards Act.

Volunteer hours cannot be requested/suggested, or otherwise solicited by employers. Students cannot be pressured or coerced in any form to volunteer. Students cannot receive any real/implied, present or future reward/penalty for volunteering or not volunteering hours.

Employers may accept volunteer hours when: They are offered of the student's free will, AND the student is not otherwise employed by the department doing similar work, AND the student is not employed anywhere on-campus doing similar work, AND the student does not have a Work-Study position in that department.

The federal FAIR LABOR STANDARDS ACT does not permit volunteer hours except under very limited conditions.  Please contact Student Employment or your assigned HR Consultant if you have questions. 

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Pay Periods and Pay Dates

Students are paid twice per month, on the 10th and 25th (same as staff and faculty). Student Personnel Action Forms (SPAF) and Work-Study Personnel Action Forms (WSPAF) are due by the first day of the pay period in order to be included on Rapid Time Entry for that Pay Period. Students whose forms arrive after the deadline will have a delay in the first pay check by one pay date. Students who do not have sufficient enrollment or a current I-9 form on file will not be placed on payroll even if the hiring form is received by the deadline. Employers are responsible for ensuring that students are aware of this delay. See the payroll schedule for specific dates.

Pay Period Pay Date
1st - 15th of each month pay date is the 25th of the same month
16th - 31st of each month pay date is the 10th of the following month
 

If the 10th or 25th falls on Saturday, payday is the day before (Friday); if on Sunday, payday is the next day (Monday).
Students will have direct deposited funds available ON payday, NOT BEFORE! Students who elect to have paychecks mailed will receive their check through US Mail. Special pay checks may be picked up at the Cashier's Office with picture ID in the Cashier area in Barge Hall, Room 104. Students must show a photo ID.

Direct deposit can be set up under self service.

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Performance Evaluation

Supervisors should offer on-going verbal feedback about a student's job performance (so they can assess their strengths & weaknesses). If unsatisfactory work or behavior is identified, supervisors should speak to the student immediately, offering suggestions and an opportunity to improve. They won't just somehow "know" unless you tell them! Written performance evaluations are not required for Student Employees. However, they are recommended as good practice.

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Reporting On-The-Job Injuries

If a student employee is injured on their on-campus job, the injury should be reported to you immediately. Please provide the student with a Campus Accident Report Form. After the student completes the form and returns it to you, forward it to Environmental Health and Safety (EHS) at mailstop 7425.

As an employee of CWU, students are covered by Worker's Compensation Industrial Insurance. This insurance will cover all medical expenses associated with work-related injuries and may cover lost wages if the student can't work because of injuries.

Contact EHS at 509-963-2252 if you have questions about Worker's Compensation or safety concerns.

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Termination of Employment

Student Employees are hired on a temporary basis. The student or supervisor may terminate the employment at any time. Advanced notice is not required by either party. However, it is considered good practice to give two-weeks notice.

In terminating a student's employment, supervisors must insure they do not violate the University's Affirmative Action Policy, and that the termination is handled in a manner that respects the student's dignity.

Supervisors are responsible to verify that student employees return keys or other University equipment/supplies when employment ends. In addition supervisors are responsible to end computer access and verify that electronic key access has been terminated when student employment has ended.

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Work-Study

What is Work-Study?
Please contact  Financial Aid  for Work-Study questions or concerns.

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