student employment information session for supervisors€¦ · student employment information...

STUDENT EMPLOYMENT INFORMATION SESSION

For Supervisors

Ashley Jameson Student Employment Coordinator Financial Aid, Spencer 1st Floor 719-389-6908

Overview

Why Student Employment?

Website 2 Student Employment programs

Federally and state funded (work-study) Institutionally funded

Basics 101

Policies and Procedures

#1 Work-Study Employment

◦ Work-study means: Student has work-study award ◦ demonstrates financial need to help pay for educational expenses

Funded by the federal or state government ◦ Allocation from the governments to hire students

Eligibility and amount is determined for each academic year

#2 Institutional Employment

Institutional means: Student jobs are 100% institutionally funded

Financial Aid Award Letter

Student’s financial aid package may include: Federal work-study Colorado work-study Institutional employment award ◦ international students

Employment Eligibility

Must be a student

Fall/Spring – must be enrolled at least half-time

Summer – no enrollment necessary Must be registered or plan to attend the following academic

year

Hiring Priority

Block 1 Block 2 +

STUDENTS WITH

Work-study award

Institutional award

Exceptions

ALL STUDENTS

Fall/Spring/Summer Employment

Fall/Spring Summer

ON CAMPUS ONLY Begins May 22

Ends August 21

ON and OFF CAMPUS Begins on August 22

Ends on May 21

Hourly Rates

Fall/Spring Summer

Job grade I $9.16 Jog grade II $9.71 Job grade III $10.25

No set pay rate for summer

Work Hours

Domestic Students International Students

Up to 20hrs/week (all jobs combined)

Up to 40hrs/week (all jobs combined) during spring break, winter break, and summer

No more than 12 hours of work in one day No overtime Allow paid 15-minute break for

each four hours of continuous work Up to 40hrs/week (all jobs

combined)

Employment Process and Policies

1. Finding a job

2. Resume and interview

3. After being hired – employment forms

4. Logging/Approving work hours

5. Getting paid

Finding a Job

◦ Student job listings page ◦ Directly through departments

◦ Job fair ◦ Ask friends

Resume and Interview

◦ Ask for a resume and conduct interviews as part of the hiring process ◦ Define expectations Wages, job responsibilities Job description

◦ Career Center

After Being Hired

Go over hiring process with students

Job description

I-9 and W-4 Student completes and submits to Financial Aid NO LATER than first day of employment Submitted once Students will receive a BLUE SLIP before starting their job once they turn in their I-9 & W-4 (if

first SE)

Job referral form (electronic) Hourly employees only Supervisors complete AFTER student submits I-9 and W-4 Submit one for every job, each academic year, including summer

International students

Logging/Approving Work Hours

◦ Self-Service Banner ◦ Timesheet videos

◦ Follow Payroll Calendar

◦ Students are encouraged to submit timesheets at the end of each pay period (6th and 21st) ◦ Email reminders

◦ Timesheets are inaccessible after submission deadline ◦ Educate students about

the importance of submitting timesheet on time

Getting Paid

◦ Twice a month (15th and 30th/31st)

◦ Via direct deposit or check

Employment Benefits

◦ Worker’s compensation

Termination of Employment

1. Student informs supervisor

2. Supervisor informs financial aid ◦ Provide last day of student’s employment

3. Financial Aid will terminate the job record

Quiz

Students who do not have work-study and do not fall under the exceptions category must wait until Block 2 to get hired Student is hired on September 7 and will work all throughout

fall and spring semesters. What is the last day of employment this student is permitted to work until? Students can submit I-9 and W-4 forms to Financial Aid AFTER

they started working. Student Employment referral form is submitted by the student.

Quiz

Summer 2015 set pay rates will be the following: $9.16, $9.71, $10.25 International students can work up to 40 hours only

during spring break, winter break, and summer. Human Resources is the best place to go for students

who need to fill out employment forms. New referral form needs to be submitted if the student

continues the same job into the summer.

3 Takeaways

1. Students must have I-9 and W-4 forms on file before they begin working.

2. Referral form must be submitted before student’s first day of employment.

3. Timesheets must be

submitted on time.

Questions