Student Employment Essentials: Hiring and Employing Student Employees USF Student Employment Office Lone Mountain, 202/204 Ph: 415-422-6770 Office Hours: Mon. - Fri., 9 a.m. – 4 p.m. Updated: January 2018

Topics Covered The Student Employment Position Student Position Requirements Posting a Student Job The Student Employee About Financial Aid Work Awards Employment Eligibility Requirements Hiring a Student The USF Work Clearance form Determine a Start Date Add a Student to the USF Payroll System Establish a Schedule

Topics Covered, cont. Supervisory Responsibilities Best Practices and Additional Information Student Employment Overview: Who Does What / Resources Q&A

Student Position Requirements Wage rate must be at least $14/ hour, minimum wage See Determining an Appropriate Wage Rate under “Advertise a Job” for guidance Total hours (all USF jobs combined) cannot exceed the following: 20 hrs./ week - international student limit 25 hrs./week - domestic student limit 35 hrs./week for all students during winter session, 12/21 – 1/20; spring break, 3/11 – 3/17; and summer, 5/21 – 8/20 Total hours per day should not exceed 7.5 hrs/day

Student Position Requirements Work must be (substantially) performed on campus; cannot be remote Student employee must report to an overseeing faculty/staff supervisor Position cannot displace or replace a USF staff/faculty position Position must have a job description

Student Position Job Description Requirements Meaningful Job Title (ex. Circulation Assistant vs. “Student Worker”) Wage rate (minimum $14 through June 30) Est. hours per week (optional) Schedule Preference Identified Student Hiring Manager Job Summary Job Responsibilities Minimum Qualifications (optional) Desired Qualifications Application Instructions

Post a Student Job Posting options on the Student Job Board Refer to the Student Job Board Manual on the Student Job Board Information page Post to all USF students Post to all USF students and target a specific population on the job description, ex. must be a nursing major or ‘this is a work-study position, only’ Post to a select group of USF students, see “invitation only”

Post a Student Job

The Student Employee, Financial Aid Work Awards Federal Work Study Federal financial aid, need-based work award Campus Job Opportunity Institutional financial aid, need-based work award Non-financial aid based student employment open to all full-time students 1 FWS student 2 CJOB student Employee Classification Hiring Priority Scheme 3 Other student

Financial Aid Work Awards, cont. Federal Work-Study (FWS) Position Code B79999 Awarded by Financial Aid Office; limited funding available A federal aid award Awarded to students with the highest level of financial need Federal grant subsidizes 70% of the student’s earnings, department is charged 30% of student’s earnings plus fringe benefits A student may only have one FWS position at a time. Job must be reclassified as non-FWS once award is exhausted FWS employment period is August 21 – May 20

Financial Aid Work Awards, cont. Campus Job Opportunity (CJOB) Position Code B59999 Need-based aid award based on FAFSA information A university aid award intended to support a student’s ability to obtain employment on campus Hiring department pays all earnings Student may claim “need-based earnings” on future financial aid application

Financial Aid Work Awards, cont. Non-financial aid based employment Includes students without FWS or CJOB who wish to work Department pays all earnings This type of employment applies to all international students International students Students on F1 or J1 visa (most common student visa-types) eligible for on campus employment

The Student Employee, Employment Eligibility Requirements ALL USF Student Employees must obtain a USF Work Clearance prior to beginning or resuming USF employment.

Employment Eligibility Requirements, cont. The Student Employment Work Clearance confirms the following: Student has- an active academic record with the University complete Federal Employment Eligibility Verification form (Form I-9) on file with the Student Employment office SSN on file or evidence of an SSN application in process (required for IRS reporting) And student meets- Registration requirements for employment Financial aid requirements, if the students has FWS

Hiring a Student Obtain the student’s Work Clearance Optional at the interview stage, required during the hire process Work Clearance must be provided before work or training begins Work Clearance Receipt Options Student may write to stuemp@usfca.edu OR complete and submit the Online Work Clearance Request Student may visit Student Employment (LM 202/204)

Hiring a Student, cont. Work Clearance Receipt Options, cont. Supervisor may request information Batch Request/ Communication Process or e-mail stuemp@usfca.edu (include student’s CWID)

Hiring a Student, cont. Determine a start date Recommended: review Student Employee Payroll Calendar, pay attention to the Electronic Personnel Action Form (EPAF) deadline. Timing of the EPAF will determine timing of payroll record. Start date is first date of training or work, whichever comes first Recommended after completing hire process: Close job posting, communicate hiring decision to remaining applicants

Hiring a Student, cont. Add your hire to the USF Payroll System Electronic Personnel Action Form (EPAF) Identify your EPAF Administrator, this may be you- inquire with your budget manager or program assistant EPAF Administrator Information Training available through HRIS EPAF “Cheat Sheets” Best Practice: Wait for EPAF approval before the student starts working

Hiring a Student, cont. Establish a Schedule Priority: student’s academic schedule Other considerations: Does the student have more than one job on campus? Max hours limit must be observed. Students are not permitted to work over-time. Overtime is paid and charged to department when: 1.5 x wage rate for hours in excess of 8 in day 2.0 x wage rate for hours in excess of 12 in a day 2.0 x wage rate for all hours worked on a 7th consecutive day!

Hiring a Student, cont. Establish a schedule, cont. The following does not apply to international students: Fall graduates may work through final Intersession pay period, January 20 Summer graduates may work through final summer pay period, August 20 New, incoming student should not be scheduled prior to first pay period: 8/21 for Fall; 1/21 for Spring International student (F1 or J1 Visa) employee must cease employment upon program completion date

Supervisory Responsibilities Be aware of University Student Employment Policy Monitor and Track Hours Use a system outside the E-Timesheet system- ex., Google Calendar Ensure E-timesheets are submitted and approved on time and accurately reflect hours worked Missed timesheets must be completed on paper – do not “make-up” hours on future timesheet Accrued Paid Sick Leave is not “cashed out”

Supervisory Responsibilities, cont. Breaks and Meal Periods 15-minute paid break for each 4 hours of work. 30-minute unpaid meal period if your employee is working more than 5 hours. When a work period of not more than six (6) hours will complete the day's work, the meal period may be waived by mutual consent. Full 7.5 hour work day will include the following: 15-min. break before or at 4 hours, unpaid meal break before the 6th hour, 15-min. break before end-of-day.

Supervisory Responsibilities, cont. International student employee may need to obtain Social Security Number; supervisor will need to sign employment confirmation letter. The international student with a Work Clearance my work while completing the SSN application process. Terminate student’s EPAF at the end of assignment Request removal of access to any computer systems upon termination of assignment

Best Practices and Additional Information Set up or Request the set up of an EPAF Approver Proxy Proxy may need to obtain approver permissions from HRIS EPAF Management menu – Setting Up a Proxy Set up a Timesheet Approver Proxy Proxy may need to obtain a timesheet approver code (P-org) via Payroll Services(email etimesheets@usfca.edu) Time Reporting Selection menu – Proxy Set Up, very bottom of page

Best Practices and Additional Information, cont. Supervision matters Professional development, you’re a mentor! Feedback goes a long way Encourage student participation in decision making Annual or semi-annual, semi-formal evaluation

Best Practices and Additional Information, cont. Student Employment Office Communications- email notifications sent from Student Employment Excess Hours Warning Social Security Number requirement for employee Inactive student Overtime Paid Sick Leave Low Balance FWS Employee reaching employment authorization end date

Who Does What? Your Department Human Resources Student Employment Pays student earnings (30% for FWS) Defines job and hires Supervises students Submits/approves timesheets Human Resources EPAF setup / training Coordinates fringe expenses EPAF final approval Student Employment Accepts I-9s Provides work clearance Approves EPAFs Counsels students and supervisors Provides work verifications Payroll Processes payroll Sets up direct deposit “Where is my check?” Creates org numbers

Questions? Questions? Write to stuemp@usfca.edu or call Lori Beach, Manager, x6780 Kathleen Antokhin, Asst. Director, x2627