1. So, You Want to Hire a Student Worker?
A student supervisor’s guide on all you need to know about hiring a student worker, whether it is your first time or hundredth.

2. Has your student worked on campus before?
Yes
A Work Authorization form must be completed so Payroll knows where to charge the hours. There are sections on this form for both the student and supervisor.
The supervisor will need to enter the start date, check regular or work study, enter in the department and department account number and sign the form.
The student will need to fill out their student ID number, name and sign and date the bottom of the form. It is important the student reads the confidentiality agreement, found online on the Payroll Department website, or in the Payroll Office and checks the box on the Work Authorization form.
That’s it!

3. Has your student worked on campus before?No
Have your student to come to the Payroll Office to fill out a new hire packet and work authorization form.
It is helpful to mention to the student they will need to have original IDs on them to complete the required paperwork.
The paperwork needs to be completed before a student begins to work on campus.

4. What paperwork will my student need to fill out before working on campus for the first time?
Work Authorization Form
Form I-9 W4
Once these forms have been properly filled out and returned to the Payroll Office, we will set the student up in the system.
All of the forms are available on the Payroll Department website or in the Payroll Office.
That’s it!
IT-2104
Direct Deposit Form (Optional)

5. What IDs can my student can bring in to complete the Form I-9?
Please Remember: Any identification will need to be unexpired and the original document, we cannot accept a copy.

6. What if my student cannot get their identification before I want them to start working?
A student is NOT allowed to start working on campus until they have completed and turned in all of the required paperwork, this includes their proper identification.

7. When are the period end dates for my student worker?
Students have until Monday at 3pm following the period end date to sign off on their timecard.
Supervisors have until 11am on Tuesday following the period end date to sign off on their student’s timecard(s).
Once a timecard is signed off on, you will no longer have access to get back into the timecard.
If we do not have a signature from either the student or supervisor the hours will not be paid.

8. How do I approve my student’s timecard?
Log into NazNet and click on Staff.
Click on Time approval (for supervisors).

9. How do I approve my student’s timecard? Cont.
Do not approve on this screen; leave checkmark in the Review Entry box and hit Submit.

10. How do I approve my student’s timecard? Cont.
Review daily entries making sure a break is taken when shift is over 6 hours, watching for am/pm errors and hours recorded on days the college is closed.
If changes are needed either correct them yourself or note the comment section and reject the timecard for the student to make the correction.

11. I’m unable to sign off on my student’s timecard, how does the alternate supervisor approve the timecard for me?
Log into NazNet and click on Staff
Choose Time approval (for supervisors)

12. I’m unable to sign off on my student’s timecard, how does the alternate supervisor approve the timecard for me? Cont.
Select the supervisor you are approving the timecard for from the dropdown and click submit.
Choose the review entry box and hit submit

13. I’m unable to sign off on my student’s timecard, how does the alternate supervisor approve the timecard for me? Cont.
Review daily entries making sure a break is taken when shift is over 6 hours, watching for am/pm errors and hours recorded on days the college is closed.
If changes are needed either correct them yourself or note the comment section and reject the timecard for the student to make the correction.

14. My student forgot to submit their timecard on NazNet and it’s after the deadline, what should they do?
The student will need to fill out a paper timecard and the supervisor will need to sign off on the timecard.
A separate timecard is needed for each pay period.
Please note, depending on when the timecard is turned in during the pay cycle, it is subject to a two week processing delay.

15. I forgot to sign off on my student’s timecard and it’s after the deadline, what should I do?
If the student signs the timecard but the supervisor does not the hours will still be paid. Our auditors require the supervisor’s signature (approval) on all timecards.
You will not be able to complete these steps until the payroll has been run.
Log into NazNet and click on Staff
Click on Employee history (for supervisors)

16. I forgot to sign off on my student’s timecard and it’s after the deadline, what should I do? Cont.
Check the review entry box of the student you need to approve and click submit.
Chose the year the period end date was in and hit submit.

17. I forgot to sign off on my student’s timecard and it’s after the deadline, what should I do? Cont.
Choose the appropriate period and end date and hit submit.
In the supervisor decision box, please select approve and submit the timecard.

18. Helpful Hints The Payroll Office is located in Smyth Hall Room 40
Payroll Office hours are:
Monday – Friday, 8:30 a.m. – 4:30 p.m.
Questions? We are here to help! You can reach Adrianna Ulinski at ext. 2040, Steve Sweeney at ext or one of our payroll student workers at ext. 2048