Instructions for Hiring Student Employees for
Fall/Spring 2009-2010
September 1, 2009- April 30, 2010
Request Forms Due Monday, August
17th.
1. Make sure you have a budget for Workstudy employment.
- Contact your department head or the Budget Office for approval. You will need to know how much you have available to spend, the name of the account, and the number of the account. The Financial Aid Office cannot provide this information.
2. Identify student employees.
- If you wish to advertise through the Financial Aid Office, complete a Job Announcement Form and you can post your job ad to the Financial Aid website. If you require your students to have Federal Workstudy funding, you can send them by the office for a Workstudy Referral showing their eligibility for Federal or Lander Work, which they will bring to you.
- Students are limited to working no more than 20 hours per week for all jobs during periods of enrollment. Students can work up to 40 during periods of non-enrollment.
- A student employee must be an enrolled Lander student.
- Review the Student Employment Manual for rights and responsibilities.
3. If your job is a new job submit
Job Description
Form.
- We are required to have a Job Description on file for all positions.
4. Submit a
Work Request Form for 2009-2010
(or completed Workstudy Referral Form) to the Financial Aid Office.
We must have your written permission to hire a student. Please
complete all items. We cannot process without this information.
You will need the following information:
·
Student's first and last name
·
Lander ID #
·
Number of hours the student will work each week (not to exceed 20 per
week for all jobs)
·
Number of weeks the student will work within the award period
(9/1/2009 - 4/30/2010= award period)
·
Wage Rate (You must determine the appropriate wage based on the job
duties, skill and experience of your employee. See the
Wage
Policy
for guidance. Students who are to be paid higher than $8.50/hour must go through
Human Resources for hiring.
·
Pay Level (some wages overlap pay levels)
·
Total you will award for the award period. (# hrs/week x # weeks x
wage)
·
Are you willing to hire a student if he/she is not Federal Work? (75%
of a FWS student's wages are paid for with federal funds. 100% of Lander Work comes out of
your budget.)
·
Department Name or Grant Name
·
Banner Account Number (You must provide this. The Financial Aid
Office cannot give this out.)
·
Name of Supervisor, e-mail, phone #, and room #
·
Department Head signature - Required for approval of your expected
expenditure.
5. If the Request Form is received by the deadline and the
student has already completed I-9s and W-4s, Employment Authorizations will be e-mailed to you
prior to the first day of work. If you are hiring a new Lander employee or haven't received a
work agreement by the first day of work, send the student to the Financial Aid Office to sign an
Employment Authorization and complete I-9 and W-4 forms before he/she works.
- Students must come by the Financial Aid Office and see Hope Carter to sign their Employment Authorizations.
- We also have to certify on the I-9 form that a student is legal to work in the U.S. A student must bring his/her driver's license, as well as an original Social Security card or Birth Certificate.
- Students must complete their W-4-Withholding Allowance form for the Business Office
- International students who do not have a Social Security card must apply for and receive a Social Security card prior to beginning work. This may take a few weeks for SSA to process a card.
- Until you have a signed Employment Authorization, a student CANNOT begin work.
6. If you find later that you need to increase a student's
Workstudy award, complete a new Request Form to reflect the new full year award. Mark
"Revised" on the form and forward to the Financial Aid Office.
7.
Timesheets will be e-mailed to supervisors.
8
.
Supervisors are responsible for tracking/monitoring earnings. (It’s
always a good idea to keep copies of timesheets.)
9. Process starts all over for the summer term or new academic
year. New work requests will have to be submitted.
10. Once you have hired all the student workers you need, you can delete your job listing
here
.
If you have questions, contact Hope Carter at 388-8138 or
by e-mail at hcarter@lander.edu
