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

2. 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

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

4. 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

5. 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

6. 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

7. 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”

8. Post a Student Job

9. 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

10. 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

11. 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

12. 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

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

14. 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

15. 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 OR complete and submit the Online Work Clearance Request
Student may visit Student Employment (LM 202/204)

16. Hiring a Student, cont. Work Clearance Receipt Options, cont.
Supervisor may request information
Batch Request/ Communication Process or
(include student’s CWID)

17. 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

18. 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

19. 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!

20. 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

21. 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”

22. 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.

23. 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

24. 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(
Time Reporting Selection menu – Proxy Set Up, very bottom of page

25. 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

26. Best Practices and Additional Information, cont.
Student Employment Office Communications- 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

27. 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

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