The Nuts and Bolts of Student Employment

For the Returning Student Hire (previously worked in your department) What do I do when I have the same student return this year? Notify Jennifer Young in the Financial Aid Office – Request is sent to supervisors in April/May Benefits to You: 1. No need to complete the “New Hire Request Form” 2. WT-4 Form sent to students before starting work 3. KO Set-up completed during Summer months - WT4 form is the only paperwork required for students who have not worked within the last 90 days. For example: Student worked in Spring 2007, not the Summer of 2007, but is returning for the fall of 2007. - Eliminates mad rush in August and September and allows students to begin work immediately

For the New Student Hire (new to your department) Complete the “New Hire Request Form” at: http://my.edgewood.edu/sites/services/fna/recruitStu/default.aspx FA is notified and determines if student needs New Hire Paperwork (i.e.; I-9, WT-4, W-4, Direct Deposit, and Sexual Misconduct Policy) * If a student has not worked in your department, but did work for another department within the last 90 days, they do not need to complete any paperwork. If a new hire hasn’t worked at Edgewood College for over 90 days but at some point worked at Edgewood, a WT-4 is required. Student completes ALL necessary new hire paperwork and returns to Financial Aid Office (FA) for approval Financial Aid sets up KO timesheet

Authorization To Work Student is “Authorized” to work after all steps have been completed, and the supervisor is notified It is extremely important that a student has all of the New Hire Paperwork completed. Without it, the student does not get paid and we are not in compliance with Federal, State, and Institutional employment regulations and policies

Supervisors can Help! Follow up with student to make sure they have completed their New Hire Paperwork http://employment.edgewood.edu/studentpaperwork.htm Guide them through the process and direct them to the correct resources Discuss Direct Deposit and provide information Students cannot work until paperwork has been completed and returned to the Human Resources office

Supervisor Responsibilities Help ensure Edgewood College meets compliance with federal, state, and institutional regulations and policies Track student hours and ensure students submit timesheets by the appropriate deadlines Be aware of and follow up with students who have not submitted their timesheets

Supervisor Responsibilities Follow-up with all applications you receive Allow student employee’s an opportunity to complete and submit hours/timesheets while working- make it a requirement Approve student employee timesheets by the appropriate deadlines Establish a back up plan should you be off campus or unable to approve timesheets Notify Jennifer Young in Financial Aid if you or a student is experiencing technical difficulties with KO Be aware of timesheet due dates – include on outlook calendar for notification

Questions???