         |
|
Information For Supervisors
At the beginning of an academic year your department chair or department head will notify you that you are the Student Employee Supervisor or Alternate Supervisor for your department. You must be assigned this responsibility in order to post student jobs, hire student employees and approve their time. At that time you will be given the information you will need to perform your supervisory function. If you are not sure if you are a student supervisor, or would like more information, please contact the Student Employment Office. Posting a Student Employment Opportunity Posting a student job opening with the Student Employment Office will ensure that you have a access to a wide pool of students actively looking for a position on campus. In fact, the Student Employment Office asks that departments avoid independent advertising of job openings in order to be fair to all job seeking students. Please complete a Student Job Posting Form and return to the Student Employment Office (SEO). The SEO will post your position on the SEO website. Students are encouraged to use this site when searching for campus employment so you should begin receiving inquiries shortly after posting the position. (You must follow this hiring procedure every Academic Year) When you have found the student you would like to hire you must complete the following steps. 1. Tell the student that they are responsible for completing tax and I9 information in the SEO (if they have worked on campus in the past these forms should already be on file). This must be completed before a student can begin working for you. They will have no way to report their hours worked until they have these forms on file with the SEO. -The Student may print the required forms from the forms page but they must turn them in personally (bringing the required identification) in the SEO which is located within the Financial Aid Office (1st Floor Ferguson). 2. You must enter the new employee on the Online Time Clock System
using the position number, organization code and rates provided to you
by the SEO. By entering a new student employee into the Time Clock
System you are assigning Supervisory or Alternate Supervisory
responsibility to yourself and another person in your department. As
such, you are responsible for verifying and forwarding time sheet
information to the SEO. 3. After entering the information in the Time Clock System, click “Notify SEO that New Student Employees have been entered”. This begins the Student Employee Authorization process. 4. The SEO will notify you if the position number, organization code or rate you entered into the Time Clock system are NOT approved. If you do not click on the Notify SEO button the authorization process will be delayed. There are additional circumstances that may cause a student to not be authorized to work (such as, Resident Assistance are not eligible to work other positions on campus) and SEO will contact you and/or the student as soon as possible after receiving the authorization. 5. You are responsible for training your student
employees in the use of the Online Time Clock System. The
links below will aid you in training your student in the use of the
time clock system. Pay rates - Hourly or Flat Rate? Students should be paid an hourly wage unless the nature of the
position makes it impossible to determine an hourly rate such as research
positions, Resident Assistants, etc. Please contact
SEO if you need assistance determining the
proper pay rate. Students working a flat rate position should not be working at other positions. If the position is to be paid as a flat rate please fill out a Flat Rate Pay Form and turn a signed copy into the Student Employment Office at least 7 days prior to the end of the pay period. Please note that students with Federal Work Study cannot utilize this award under a flat rate pay as regulations require us to be able to document an hourly wage for Federal Work Study. Approving Student Time Sheets and reporting to SEO At the end of a Payroll Period (Link to Dates) you (as the Student Supervisor) will need to approve the timesheets for your student employees. - You must set the deadline for your student employees to have their timesheets verified. Student Employment suggests that you have them report to you by 4:00 PM on the first day of the next pay period. - You are expected to approve your student’s timesheets and notify SEO by 4:00 PM the second day of the next pay period. Not meeting this deadline will result in the student not being paid until the following pay period. - Supervisor information and training on the Online Time Clock System - Link to the Online Time Clock System |
||||||||||||
|
Albion College ◦ Albion, Michigan
◦ 517/629-1000
| |||||||||||||
