To be eligible for an on-campus job, a student must be:
- In a degree-seeking program
- Enrolled at least half-time (6 credits Undergraduate, 5 credits Graduate)
- Have a minimum cumulative GPA of 2.00 & passed 70% of their attempted credits (SAP)
- A student may not have more than 2 jobs. A 3rd job will require approval from the Director of Financial Aid and additional Supervisor training & responsibilities.
- Review your departmental student employment budget
- Understand EEOC requirements when hiring https://www.eeoc.gov/prohibited-employment-policiespractices
- Post the job to UMW Careers soon to be PageUp (11/2023)
- Select & Interview Students
- Email the Student Employment Coordinator (SEC) at firstname.lastname@example.org with SEMPL form
- The SEC will reach out to hired employees with a notification of required paperwork to be completed
- Wait until you receive a WORK AUTHORIZATION from the SEC before allowing the student to work or train.
- Conduct orientation with your student(s), explaining work expectations, assigned tasks, the use of MyTime, and any additional information that may be required for their position.
- I-9 documentation
- State Tax V4 Form & Federal Tax W4 Form
- Confidentiality Agreement
- Work Agreement
- Alcohol & Drug Policy Agreement
- Direct Deposit form with Proof of banking information (screenshot or canceled check)
Federal I-9 Policy requires authorized official must E-Verify an employee’s eligibility to work in the United States within 3 days of his or her first day of work or pay.
UMW institutional policy states that employees MUST submit their paperwork, including ID’s for form I-9, on or before their first day of work.
- Failing to comply with Form I-9 could result in fines
- Loss of federal work study funds in the Title IV aid program
A Work Authorization is a formal notice that a student employee is officially permitted to work by the Financial Aid Office
A student employee is only authorized to work or train when he or she has submitted every single required item to Financial Aid
Under NO CIRCUMSTANCES does the Financial Aid Office make any exceptions.
Work Authorizations are issued via e-mail to the supervisor
Hire students early, and send the information to the Student Employment Coordinator (SEC) with advanced notice if known giving extra time to reach out to students to have the process completed.
Explain to the student during the interview process that the Financial Aid Office needs to see original Identification (ID’s) if they have never worked for UMW before.
Direct the student to complete student employment forms
Students should not study, write papers, work on assignments or projects, read leisurely etc. while on the job
Students need to learn how to prioritize and manage their time
Student employees are state employees whose wages are being paid by TAX payer dollars
Use this time to engage and challenge your student employees to give them a valuable job experience.
It is recommend that students work 10-15 hours a week and no more than 20 hours.
When developing a work schedule for your student employees, consider both the student’s academic responsibilities and your departmental budget.
Federal Work Study Students have limited funding so make sure they don’t go over their allocated budget.
Pay raises and department (FOAP) changes can only go into effect at the beginning of a pay period.
If you are working with two FOAP’s, do NOT plan on having a student switch FOAP’s in the middle of a pay period. This compromises the payroll process and increases the risk of error on a student’s pay.
Refer to the payroll calendar for pay period beginning and ending dates.
There are three things you should know before proceeding with the stipend process:
- The total amount of the stipend contract must be paid out in smaller, biweekly payments until the end of the contract period (non-exemption rule).
- Student employees who receive biweekly stipend payments are still required to clock their hours in MyTime (non-exemption rule).
- Stipend contracts must be approved by Human Resources before they can go into effect. If a stipend is not approved, the position will need to have an hourly pay rate assigned to it. For this step of the process, please complete and submit an Employee Work Profile for the stipend position to Deborah Burton (email@example.com).
Once a stipend for a position has been approved:
- Create a stipend contract for the position. Contact the Student Employment Coordinator for a sample. This contract will eventually be signed by the students who are assigned this position.
- Complete the hiring process as detailed on the “Hire a Student Employee” page as normal.
- After a student has been hired for the position, the student needs to sign a copy of the stipend contract. The student may sign the contract before receiving a work authorization, but the student cannot actually begin working until he has been authorized to work.
- Send a copy of the signed contract to the Student Employment Coordinator in Office of Financial Aid, Lee Hall 230.
- Student employees are paid biweekly with expected paydays around every other Friday.
- The payroll calendar can be found on the Payroll website under “Payroll Calendars.”
- These calendars also include MyTime timecard approval deadlines.
ALL student employees are responsible for clocking in and out of each shift using MyTime
Student employees are responsible for approving their time cards by 10AM following the close of the pay period.
Student employees should notify their supervisors immediately of any missed or incorrect punches
- It is CRUCIAL that supervisors review the details of student employees’ timecards. Common mistakes:
- Outstanding or incorrect timecard punches
- Incorrect notation of AM and PM
- Incorrect FOAP
- Make sure students employees with three jobs know how to correctly clock hours for their jobs
Supervisors are responsible for approving their student employee’s timecards at the end of each pay period. Failure to do so holds up the entire student employee payroll.
Budget reports can be run in MyTime under section XVIII
Has the student been authorized to work?
Confirm with the student that they have completed all the necessary steps to start work.
Students may be dismissed if they exhibit improper behavior, insufficient skills for the job, or do not report to work as scheduled without first contacting their supervisor.
Students who are dismissed or voluntarily terminated will not be considered for another position on campus until the following semester.
- Complete a Service Rating for each student worker at the end of their job assignment each year.
- Discuss this rating with the student
- You may return copies of Service Ratings to the Student Employment Coordinator in Lee Hall if you wish
The Financial Aid Office will terminate all student employees who are not assigned a summer job at the end of the spring term, after May 1.
A Notice of Cancellation is not required for a student who completes the assigned job to the end of the term.
The supervisor will complete a Notice of Cancellation, including the Separation Checklist, and submit to the Student Employment Coordinator immediately.
Inform the Student Employment Coordinator of all summer hires well before the beginning of the summer semester.
Unfortunately, there is no easy way for supervisors to identify if a student is eligible for FWS without contacting the Financial Aid Office at firstname.lastname@example.org.
At a minimum a student needs to fill out the FAFSA and have need to be considered for FWS funding.
Summer students must have been enrolled as students in the previous spring term and registered for the upcoming fall term. Summer enrollment is not necessary
SAP requirements apply whether or not the student is enrolled.
Students may work up to 40 hours per week in the summer.
Hours worked prior to the middle of June will be paid from any remaining current fiscal year student employment budget.
Hours worked after mid-June will be paid from the upcoming FY student employment budget.
Only Students enrolled in at least 6 credits in the summer are exempt from FICA