Supervisor Training On-Campus Student Employment

Introduction Policies and procedures for Student Employment benefit everyone! They ensure students are eligible to work in your department and receive paychecks in a timely manner. Working together we can help make student employment an enjoyable experience where students have the opportunity to learn valuable job skills and professional behaviors while contributing to the operations of nearly every department on campus.

Finding a Student Worker Post your on-campus positions in JOBSs: Job Opportunities Benefiting Southern Students Post your on-campus positions in JOBSs: Job Opportunities Benefiting Southern Students Go to careers.southernct.edu and click on the link for Employer Login on the right hand side of the home page Go to careers.southernct.edu and click on the link for Employer Login on the right hand side of the home page Contact Career Services if you have questions ( ) Contact Career Services if you have questions ( )

Beginning an On Campus Job A student may begin working only after a Work Authorization Request has been completed and a copy returned to you A student may begin working only after a Work Authorization Request has been completed and a copy returned to you All Payroll deadlines are strictly adhered to All Payroll deadlines are strictly adhered to

Beginning an On Campus Job (con’t) Please post the pay schedule in your department Please post the pay schedule in your department The date Career Services indicates on the Work Authorization Request in conjunction with the Payroll Information Sheet indicates when the student will receive their first paycheck The date Career Services indicates on the Work Authorization Request in conjunction with the Payroll Information Sheet indicates when the student will receive their first paycheck

Filling Out Forms It is important to complete all forms completely and accurately It is important to complete all forms completely and accurately Legal names must be used on all forms Legal names must be used on all forms Permanent home address should be used not campus address Permanent home address should be used not campus address

Who is a Supervisor? A supervisor is the person responsible for overseeing the student during their working hours and who signs the student’s timesheet. The supervisor will be the primary contact if there are any questions about hours worked, pay or other issues that may arise. The supervisor who will be signing off on timesheets should be the same supervisor listed on the Work Authorization Request.

Work Authorization Forms Get a new form on-line at careers.southernct.edu Get a new form on-line at careers.southernct.edu Complete the supervisor section and assist your new student worker in completing the student section Complete the supervisor section and assist your new student worker in completing the student section Employee ID Numbers Employee ID Numbers PeopleSoft Position Numbers PeopleSoft Position Numbers Allow the student to begin work only after they have returned the stamped copy to you Allow the student to begin work only after they have returned the stamped copy to you Keep records Keep records

Students with Multiple Jobs Is the student employed in another department on-campus? Is the student employed in another department on-campus? Contact the other supervisor Contact the other supervisor Ensure student does not exceed the number of hours allowed each pay period Ensure student does not exceed the number of hours allowed each pay period Hours may not be in conflict Hours may not be in conflict If hours are a problem contact the Career Center about finding a new student worker If hours are a problem contact the Career Center about finding a new student worker One department = One pay rate One department = One pay rate

Work Eligibility Student must be matriculated and enrolled in classes to work on campus Student must be matriculated and enrolled in classes to work on campus Student’s work and class schedule cannot be in conflict with each other Student’s work and class schedule cannot be in conflict with each other Once a student has completed their course work they may no longer hold an on- campus job Once a student has completed their course work they may no longer hold an on- campus job Students who are new or have had a lapse in employment of more than three months must complete new forms and provide proof of identity and employment eligibility Students who are new or have had a lapse in employment of more than three months must complete new forms and provide proof of identity and employment eligibility

Work Eligibility – Summer To be eligible for summer employment a student must have been enrolled in the previous Spring Semester, and either be enrolled for the upcoming Fall Semester or be completing degree requirements in the summer. To be eligible for summer employment a student must have been enrolled in the previous Spring Semester, and either be enrolled for the upcoming Fall Semester or be completing degree requirements in the summer.

International Students Complete a Supervisors Verification Form and give it to the student to present to the international student office Complete a Supervisors Verification Form and give it to the student to present to the international student office The International Student Office will give the student the necessary paperwork to get a Social Security Number The International Student Office will give the student the necessary paperwork to get a Social Security Number

International Students (con’t) Once the student has received their Social Security Number complete the Work Authorization Request Once the student has received their Social Security Number complete the Work Authorization Request The student will visit the Center for Career Services to verify work eligibility The student will visit the Center for Career Services to verify work eligibility Once work eligibility is established the student visits HR to complete I-9 and W-4s Once work eligibility is established the student visits HR to complete I-9 and W-4s

Making Changes to the Employment Agreement The Career Center must be notified of changes in pay rate, banner org number, supervisor start or end date, and termination of a student worker The Career Center must be notified of changes in pay rate, banner org number, supervisor start or end date, and termination of a student worker You may use side 2 of the Work Authorization Request to submit changes You may use side 2 of the Work Authorization Request to submit changes All changes must begin on the first day of a pay period All changes must begin on the first day of a pay period 2 weeks prior notice is required unless there are extenuating circumstances 2 weeks prior notice is required unless there are extenuating circumstances

Making Changes to the Employment Agreement (con’t) Bring to the Center for Career Services Bring to the Center for Career Services Career Services will stamp and date the Work Authorization to indicate the change has been received. Career Services will stamp and date the Work Authorization to indicate the change has been received. Refer to the payroll calendar for the effective date of the change Refer to the payroll calendar for the effective date of the change

Pre-populated Timesheets Will be ed or campus mailed to supervisors once student job has been entered Will be ed or campus mailed to supervisors once student job has been entered Need timesheets: call Payroll Need timesheets: call Payroll Manual timesheets will be returned Manual timesheets will be returned

Pre-populated Timesheets Do not alter Pre-populated timesheets Do not alter Pre-populated timesheets Have an error on a timesheet? Contact the Payroll Department Have an error on a timesheet? Contact the Payroll Department Use same timesheet unless rate change, new job, etc. Use same timesheet unless rate change, new job, etc.

Timesheet Overview: Prior to Completion Employee ID Employee ID Record # Record # Supervisor Supervisor Department Department Pay Rate Pay Rate

Timesheet Overview: After Completion Pay Period: Friday-Thursday Pay Period: Friday-Thursday In & Out Times (A.M., P.M.) In & Out Times (A.M., P.M.) Breaks (30 minutes clocked out break required for shifts of 7.5 or more hours) Breaks (30 minutes clocked out break required for shifts of 7.5 or more hours) Total Hours Total Hours Gross Pay Gross Pay Signatures Signatures Audit, Audit, Audit! Audit, Audit, Audit!

Timesheet Submission Deadline FRIDAY 12:00 FRIDAY 12:00 Late submission may result in late payment Late submission may result in late payment

Student Employment Policies Post the policy statement in your department where it is visible to student workers Post the policy statement in your department where it is visible to student workers Review SCSU policies and your department expectations when you hire the student Review SCSU policies and your department expectations when you hire the student Policies apply to supervisors as well Policies apply to supervisors as well

Important Policies HOURS PER WEEK In session: 20 hours per week In session: 20 hours per week Breaks: 40 hours per week Breaks: 40 hours per week Student workers must be supervised Student workers must be supervised No work to be done at home No work to be done at home

Important Policies (con’t) Students who drive as part of their on-campus job must show their drivers license and proof of insurance. A copy of these documents and a memo indicating the student will be driving must be submitted with the Work Authorization Students who drive as part of their on-campus job must show their drivers license and proof of insurance. A copy of these documents and a memo indicating the student will be driving must be submitted with the Work Authorization All regular program student worker jobs are contingent on the department budget and supervisors should plan accordingly All regular program student worker jobs are contingent on the department budget and supervisors should plan accordingly

Remember: addressing policies and procedures when you hire a new student worker will help to ensure a positive work experience

Dealing with Sensitive topics Terminating a student worker Terminating a student worker Legal issues Legal issues Sensitive personal issues Sensitive personal issues Situations you don’t feel comfortable with or prepared to address Situations you don’t feel comfortable with or prepared to address Contact Human Resources

Where to Find Information On the web: On the web: Career Center Career Center Human Resources Human Resources International Office International Office Payroll Payroll