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Becoming a Student Supervisor
At the beginning of an academic year your department
chair or department head will appoint Student Employee Supervisors and
Alternate Supervisors. This information is communicated to the Student
Employment Office (SEO) which then enables you to post student jobs,
hire and approve student employees work hours.
If you are not sure if you are a
student supervisor, or would like more information, please
contact the
Student Employment Office.
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Responsibilities of a Student Payroll Supervisor and Alternate
Supervisor
- Tell the student that they are responsible for
completing tax and I-9 information in the Student Employment Office
(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. According to the Department of Homeland
Security U.S. Citizenship & Immigration Services any individual
working within the United States must have evidence of identity and
employment eligibility within 3 business days of the date employment
begins. If the I-9 has not been completed within 3 business days
employment must cease. Students who do not have their tax forms and
I-9 information filled out will not be able to be authorized as a
student employee and will not have the capability of reporting their
hours worked on the Online Time Clock until they have these forms on
file with the SEO.
The Student may print the required forms online,
but they must turn them in personally (bringing the required
identification) to the Human Resources/Student Payroll Office
located in the Campus Building at 1003 E. Cass St.
- After the student has been entered in Banner as a
student employee, 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 a Supervisor or Alternate
Supervisor responsibility to yourself and another person in your
department. As such, you are responsible for verifying and
processing time sheet information to the SEO.
Supervisor information and
training for the Online Time Clock is available online. ***New
employees added in the last 7 days of a pay period may not be paid
until the following pay period.
- After entering the information in the Time Clock
System, click “Notify SEO that New Student Employees have been
entered” located at the bottom of the page. It is very important
that you click the button as this begins the Student Employee
Authorization process.
- 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 Assistants 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.
- You are responsible for training your student
employees on the use of the Online Time Clock System. The link below
will aid you in training
your student in the use of the time clock system. If you are not
familiar enough with the time clock program, please contact the SEO
for additional training at x0196.
- As a Supervisor/Alternative Supervisor it is
important for student employees and student employment supervisors
to keep open communication with each other regarding the
student employee’s total weekly work hours for each of their
campus jobs. It is very important to let your students know that
they must log their hours worked on the actual day & time that they
worked. Reporting hours or shifts as a lump sum is not permitted and
will not be approved for payment until they are corrected. If you as
the supervisor are approving hours but you are not directly
supervising the student’s work schedule before approving the
students hours for the pay period, it is recommended that you print
that student’s timesheet and have the individual who is directly
supervising the students work schedule verify the hours by reviewing
and signing off. Students are limited to 20 hours per week for
all campus jobs. This allows the College to provide employment
opportunities to more students. This is especially significant for
work study and International students who are limited by federal
regulations.
IMPORTANT: The
work week runs from Sunday through Saturday no matter
when the pay period ends.
Students who work more than 20 hours per week without
prior approval from their supervisor risk employment disciplinary
actions up to and including termination.
Student employee supervisors that allow their student workers to
repeatedly work more than 20 hours per week risk disciplinary action
and/or loss of privilege of the department to have student
employees.
- Each department will be supplied with a copy of
the Student Employment Handbook. Please make this available for your
students to read. Once a student has been added to the time clock an
email will automatically be generated to them with the link to the
Student Employment Handbook.
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.
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Hiring a Student Employee
Checklist
(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:
- Determine if the student has completed the following forms with
the Student Employment Office (SEO):
- I-9 Employment Eligibility
Verification
- W-4 State Federal & City Withholding Tax
If the
student has not completed these forms, direct them to SEO-Human
Resource Office located in the Campus Safety Building to do so. Students who fill are filling forms for the first time, will be
given a form that can be shown to the supervisors indicating that
they have completed the necessary paperwork to begin working on
campus.
Do not put the student to work until the forms are completed.
Inform the student that until the I-9 and Tax forms are completed
that they will not be put on the work schedule or allowed to work.
Note: Students who previously been employed on campus do not need to
complete new I-9’s and tax forms each year.
Note: If the student is uncertain as to whether or not they have
completed the I-9 or Tax forms you can do one of the following:
Try to add them as a new student employee to the Online Time
Clock. If they have not completed the forms, the system will not allow
them to be added.
Contact the student payroll office (x0196) to
verify whether or not the forms have been completed.
- Determine with the student their availability to work in your
department:
Are they already employed as an Albion College student
employee in another department?
If so, how many available hours can
they work in order to stay within the allowed 20 hours per week?
Provide the student with a work schedule. Schedules can be weekly,
monthly or for the full semester.
- Inform the student whether or not their position will require them
to use the Online Time Clock System to log their work hours. In most
instances students should be paid an hourly wage unless the nature of
the position make it impossible to determine an hourly rate such as
research positions, Resident Assistants, etc.
If using the online time clock, direct them to the
Online Time Clock
training pages so
that they can begin to familiarize themselves with how the time clock
works and follow that up with in person training.
If not using the
online time clock, inform the students how their work time is to be
recorded and the frequency that they will be paid.
These arrangements
must be made with the Student Payroll Supervisor PRIOR to hiring the
student.
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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.
**You must have prior approval from Student Payroll before
hiring a student to be paid a Flat 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 (Excel
file) 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.
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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.
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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
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