the basics of hiring student employees there are other forms located on the “work-study forms web-...
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The Basics of Hiring Student Employees
There are other forms located on the “Work-Study Forms web-page, mentioned in the “Overview” section, that will be useful to you as you hire and employ students. These forms are:
• One Time Payment to Student Request Form
• Student Worker Pay Increase Request Form
• Student Worker Termination Form
These forms can be filled out and submitted online. This tutorial will guide you through the process of completing these forms as well as when to use each form.
Go to www.baylor.edu Faculty/Staff Work-Study Forms enter Bear ID & password
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The Basics of Hiring Student Employees
Completing the One Time Payment to Student Request form
The one time payment to student request form should be used when a student will be working during one two-week pay period. For example, students are often hired to work during “All University Sing” to set up or tear down during the event, but they are not employed for a longer period of time. These students must be paid for the work they do, so the form to request that is the “One Time Payment to Student Request.” In this situation you may already know the students you wish to hire so posting a job is not necessary. This form will be used in place of the “Student Worker Request” since the work is for one pay period or special events only.
Where does this form fit?
Complete the One Time Payment to Student Request Form instead of the Student Worker Request.
Step 1 Determine your department’s needs and budget.
Step 2 “Post” your job opening.
Step 3 Research eligibility of applicants in Banner
Select the student you want to hire & submit a “Student Worker Request.”
Step 4
Step 5
Check for work approval using the Banner system (RJASEAR).
Step 6
Make sure the student completes, or has completed, an I9 form and a W4 form.
Step 7
“Close” the job opening. Notify applicants not selected of hiring decision.
Conduct Interviews
Step 8
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The Basics of Hiring Student Employees
From the Work-Study Forms & Instructions page, select
One Time Payment to Student Request
Fill out the form completely and accurately as you would any other work-study form.
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The Basics of Hiring Student Employees
If a WTE queue number is applicable, be sure to include that.
The WTE queue number applies to those departments with several student worker supervisors and multiple student workers.
This is your Trax departmental account number (or grant number.)
Include the student’s new ID number here- not the Social Security number.
Include a brief, but thorough description of the work to be done by the student.
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The Basics of Hiring Student Employees
When you are finished completing the form
click “Submit.”
Remember, students may not perform work until
job is approved and viewed through
Banner on
RJASEAR.
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To determine the pay rate, divide the hours you expect the student to work into the total amount you intend to pay. The number you come up with should be listed as the “Requested Pay Rate Per Hour.” The pay rate per hour must be minimum wage or higher.
The Basics of Hiring Student Employees
To view approval of your one-time payment through Banner on RJASEAR
Steps to follow:
1. Log into Banner using your Banner Username and password.
2. In the “Go” field enter RJASEAR and hit enter.
3. Enter the correct “aid year” and student ID number in the appropriate fields located in the Key Block.
4. Look for the “Status” field in the Authorizations Block.
5. If the one-time payment has been approved, you will see “TEMP” in the Status field.
TEMP will be in this field if the one-time payment has been
approved.
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The Basics of Hiring Student Employees
Review Question
True or false? It’s okay for a student receiving a one-time payment to complete the work before the form is completed online and approved in Banner. One-time payments are handled differently than other jobs.
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The Basics of Hiring Student Employees
Review Question
False. It is necessary for you to plan ahead and make the “One Time Payment to Student Request” before you need the work completed. By planning ahead you can view approval through Banner on RJASEAR and remain in compliance.
Answer
True or false? It’s okay for a student receiving a one-time payment to complete the work before the form is completed online and approved in Banner. One-time payments are handled differently than other jobs.
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The Basics of Hiring Student Employees
Review Question
True or false? It’s not necessary for me to post a job if I already know the student I want to hire for the one time payment special event I have coming up.
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The Basics of Hiring Student Employees
Review Question
True. It is not necessary to post the job if you already know the student you wish to hire for the one time payment special event.
Answer
True or false? It’s not necessary for me to post a job if I already know the student I want to hire for the one time payment special event I have coming up.
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The Basics of Hiring Student Employees
Completing the Student Worker Pay Increase Request form
The Student Worker Pay Increase Request form should be used when a student’s performance warrants a pay increase. For example, you have a student that has they have been given additional responsibility over several semesters. As a result you want to recognize their additional responsibility by requesting a pay increase. This is the form you should complete. No other forms are required.
Where does this form fit?
Complete the Student Worker Pay Increase Request form.
Remember: in order to request a pay increase for your student employee, you must have funds in your budget to pay the increased wage. Also, you must keep track of the student employee’s earnings to be sure they do not exceed their award amount.
Step 1 Determine your department’s needs and budget.
Step 2 “Post” your job opening.
Step 3 Research eligibility of applicants in Banner
Step 4
Select the student you want to hire & submit a “Student worker request.”
Step 5
Check for work approval using the Banner system.Step 6
Make sure the student completes, or has completed, an I9 form and a W4 form.
Step 7
“Close” the job opening. Notify applicants not selected of hiring decision.
Conduct Interviews
Step 8
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The Basics of Hiring Student Employees
Fill out the form completely and accurately as you would ny other work-study form.
Fill out the form completely and accurately as you would any other work-study form.
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The Basics of Hiring Student Employees
This is your Trax departmental account number.
Be sure to include the WTE queue number if applicable.
Be sure to include the student’s name and ID number. Do not use their SSN. Use their new ID number. For example, 888888888.
In this space you will need to provide justification for the pay increase such as the new responsibilities assigned to the student.
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The Basics of Hiring Student Employees
When you are finished completing the form
click “Submit.”
If the request is approved, the new pay rate will take effect on the next pay period. You may check to see if the change has been approved through Banner on RJSAEAR.
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List the current pay rate and then the requested pay rate in these spaces.
The Basics of Hiring Student Employees
To view approval of your pay increase through Banner on RJASEAR
Steps to follow:
1. Log into Banner using your Banner Username and password.
2. In the “Go” field enter RJASEAR and hit enter.
3. Enter the correct “aid year” and student ID number in the appropriate fields located in the Key Block.
4. Look for the “Status” field in the Authorizations Block.
5. If the change has been approved, you will see either “PCHG” for fall or spring or “SPCH” for summer in the Status field.
PCHG or SPCH will be in this field if the
change has been approved.
You can also track your student employees earnings on RJASEAR by viewing the “Awards Block” and look at the “Remaining” field.
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The Basics of Hiring Student Employees
Review Question
I can view pay increase approval through Banner on which form?
A. RJASEAR
B. RJASERF
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Review Question
The correct answer is A. You may view pay increase approval through Banner on RJASEAR.
Answer
I can view pay increase approval through Banner on which form?
A. RJASEAR
B. RJASERF
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The Basics of Hiring Student Employees
Completing the Student Worker Termination formThe Student Worker Termination form should be used when a student’s performance warrants termination, or when the student will no longer be returning to work for you in subsequent semesters. Termination does not prohibit the student from working elsewhere on campus. For example, you may have a student that misses work without calling. After discussing the problem and possible steps to correct it with the student, there is no improvement. You decide to terminate the student. This is the form you need to complete. Other examples might be a student employee leaving your office to work in another campus office, your student leaves Baylor or the student graduates. You would also need to complete this form in those situations.
Where does this form fit?
Complete the Student Worker Termination form
Step 1 Determine your department’s needs and budget.
Step 2 “Post” your job opening.
Step 3 Research eligibility of applicants in Banner
Step 4
Select the student you want to hire & submit a “Student worker request.”
Step 5
Check for work approval using the Banner system.Step 6
Make sure the student completes, or has completed, an I9 form and a W4 form.
Step 7
“Close” the job opening. Notify applicants not selected of hiring decision.
Conduct Interviews
Step 8
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The Basics of Hiring Student Employees
Fill out the form completely and accurately as you would any other work-study form.
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This is the date that termination should become effective.
The student’s name, ID number and position title go in these spaces. Please check the information you enter to be sure you are terminating the correct student.
Please include your department name, Trax budget account number and WTE queue number if applicable.
Please include the reason for termination in this space. For example, missed three days of work without a phone call. Or, student going to work in another office on campus.
Please include the name of the student’s supervisor here.
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The Basics of Hiring Student Employees
When you are finished completing the form
click “Submit.”
The request will be processed within a few business days. Please check Banner on RJASEAR for confirmation of termination.
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The Basics of Hiring Student Employees
To view confirmation of termination through Banner on RJASEAR
Steps to follow:
1. Log into Banner using your Banner Username and password.
2. In the “Go” field enter RJASEAR and hit enter.
3. Enter the correct “aid year” and student ID number in the appropriate fields located in the Key Block.
4. Look for the “Status” field in the Authorizations Block.
5. If the termination has been processed, you will see either “TERM” for fall or spring semester termination or “STRM” for summer termination in the Status field.
TERM or STRM will be in this field if the termination has been
processed.
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The Basics of Hiring Student Employees
Review Question
True or false? If a student regularly misses work without calling, and corrective measures have not improved the situation I can terminate the student using the “Student Worker Termination Form.”
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The Basics of Hiring Student Employees
Review Question
True. If a student does not meet the expectations you set forth for him or her, you have the right to terminate their employment. The correct form is the “Student Worker Termination Form.” This form may be completed and submitted online.
Answer
True or false? If a student regularly misses work without calling, and corrective measures have not improved the situation I can terminate the student using the “Student Worker Termination Form.”
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The Basics of Hiring Student Employees
Review Question
When should I use the “Student Worker Termination” form?
A. Poor performance
B. Student employee graduates
C. Student employee transfers to another university
D. Student employee move to another campus office
E. All of the above
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The Basics of Hiring Student Employees
Review Question
The correct answer is E. Any of those situations requires you to complete the “Student Worker Termination” form.
Answer
When should I use the “Student Worker Termination” form?
A. Poor performance
B. Student employee graduates
C. Student employee transfers to another university
D. Student employee moves to another campus office
E. All of the above
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The Basics of Hiring Student Employees
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