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.

• *Understand EEOC requirements when hiring https://www.eeoc.gov/prohibited-employment-policiespractices
• *Review your departmental student employment budget
• *Advertise the position/post the job on Page Up
• *Select & Interview Students
• *Email studentemployment@umw.edu with SEMPL form. The Student Employment Coordinator will reach out to hired employees with a notification of required paperwork to be completed.
• *Supervisors must receive the student employee’s WORK AUTHORIZATION before allowing the student to work or train.
• *Conduct orientation with your student(s), explaining work expectations, assigned tasks, the use of My Time, and any additional information that may be required for their position.

• Federal I-9 documentation with required identifications
• Virginia State Tax form VA-4 and Federal Tax form W-4
• Direct Deposit form with Proof of banking information (screenshot or canceled check)
• Confidentiality Agreement
• Work Agreement
• Alcohol & Drug Policy Agreement

Federal I-9 Policy requires authorized officials must E-Verify an employee’s eligibility to work in the United States within 3 days of his or her first day of work.

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.

A Work Authorization is a formal notice sent from Student Employment notifying the student employee and supervisor that the student employee is officially permitted to work. This ensures that the student employee has completed all the requirements and has been properly set up in Banner and My Time in the hired position.

A supervisor may only allow a student to begin working once all requirements have been completed, turned in, and Student Employment has sent a separate email with the official Work Authorization.

Under NO CIRCUMSTANCES does the Financial Aid Office make any exceptions.

Hire students early and send the information to the Student Employment Coordinator with advanced notice allowing extra time to reach out to students to have the process completed.

Explain to the student during the interview process that Student Employment/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 be permitted to study, work on assignments or projects, read leisurely, etc. while on the job. Use this time to engage and challenge your student employees to give them a valuable job experience. Student employees are state employees whose wages are being paid by tax payer dollars.

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 employee, consider both the student’s academic responsibilities and your departmental budget.

Federal College Work Study students have limited funding. It is important to keep in mind the amount of the student’s individual awarded amount when assigning the hourly rate and amount of hours.

Pay raises and department (FOAP) changes will 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 the FOAP 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.

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).

1. Student employees who receive biweekly stipend payments are still required to clock their hours in My Time (non-exemption rule).
2. Stipend contracts must be provided to Student Employment for approval. If a stipend is not approved, the position will need to have an hourly pay rate assigned.

Once a stipend for a position has been approved:

1. Create a stipend contract for the position. Example Stipend Contract.
2. Complete the hiring process as detailed on the “Hire a Student Employee” section.
3. 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 is not permitted to begin working until receiving the Work Authorization e-mail.
4. Email/Send a copy of the signed contract to the Student Employment Coordinator at the Office of Financial Aid, Lee Hall 228.

• 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.”
• Payroll calendars also include My Time timecard approval deadlines.

Review the Manual

Ensure all your student employees clock in and out of each shift using My Time. Remind your student employees it is their responsibility for approving their time cards by 10:00 AM following the close of the pay period. Best practice is for the student employees to approve their time cards at the end of their last shift for the pay period. Supervisors are responsible for approving their student employee’s timecards at the end of each pay period.

It is crucial that supervisors review the details of student employees’ timecards. Common mistakes can include:

• Outstanding or incorrect timecard punches
• Incorrect notation of AM and PM
• Student employees with more than one job accidently recorded hours in the wrong position

Verify the student employee has been authorized to work. A work authorization will be sent to the student employee and copied to the My Time supervisor.

A student employee is subject to dismissal from campus employment at the discretion of the supervisor. The state of Virginia is an employment-at-will state. Please review the Virginia Department of Labor and Industry for a more detailed explanation.

Student Employment/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 employee who completes the assigned job to the end of the academic year.

Hire early and inform Student Employment as soon as possible (preferably late Spring). The earlier Student Employment receives your hiring lists, the more time there is to gather the documents for the students so they may be ready to begin working on return from summer break.

Unfortunately, there is no easy way for supervisors to identify if a student is eligible for FCWS without contacting the Financial Aid Office at studentemployment@umw.edu.

To be eligible, a student must have completed a current FAFSA and have financial need to be considered for FCWS 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