Supervisors should be familiar with the university and government policies regarding student employment so that they will be able to answer students questions regarding these policies. Supervisors are strongly encouraged to inform and review these policies with their students during their job orientation or at a time they feel would be appropriate.
FERPA (Family Educational Rights and Privacy Act)
Student employees are protected by FERPA guidelines because of their student status. Keep issues regarding student employees private, just as you would for a permanent employee. Therefore, do not give out information regarding a student employees performance to another MSMU staff member, a MSMU student or the students parent.
Since student employees were eligible to receive work-study awards they are FICA exempt during the school year. For periods of non-enrollment longer than five weeks, as summer, students are required to have FICA deducted from their gross pay.
Students are not eligible for benefits such as sick leave, holiday pay, vacation, unemployment or retirement, but they are eligible for Workers Compensation.
Students injured while working for the University are covered under Workers Compensation. They should report their injury immediately to their supervisor, then report to Human Resources (Chalon)/Switchboard or Deans Office (Doheny). There they will be referred for medical attention if needed and receive forms to be completed. All forms should be completed within three days.
Since student employees are temporary, part-time and their working on-campus depends upon available funds, they are not eligible for unemployment insurance.
Students, supervisors or the Director of Student Employment may initiate student terminations. Ordinarily, students and supervisors should give ample notice, preferably two weeks, before termination unless an earlier date is mutually agreed upon. Certain disciplinary actions require that student employees be terminated immediately. The Director of Student Employment terminates students who have completed their employment awards and students whose employment awards have been cancelled by financial aid.
Monitoring Student Earnings
Student employees receive employment awards. Half of their award should be earned in the Fall and half in the Spring. The break between the Fall and Spring Semester is not part of the employment periods. Only students who have earned less than their Fall allotment should work during break since earnings received during break will be added to the Fall earnings.
Students should not earn more than what they are allotted for Fall and for Spring. To help student employees keep track of their Fall and Spring employment allotments Record of Earnings forms are given to them. For Fall Semester they are asked to pick one of three tables depending on whether they start working first, second or third week and record their earnings for each payroll period and cumulative earnings on this table. Supervisors should check that their student employees complete these tables each payroll period and must not permit them to work beyond their Fall or Spring allotments. The Student Employment Office will still monitor student earnings and warn and terminate any students who have completed their full amount of employment award.
The first time card will be given to student employees by the Student Employment Office or the Financial Aid Office (Doheny). The Payroll Office will send all subsequent time cards to the supervisors. All questions or problems concerning time cards should be directed to the Payroll Office.
The time card is a legal document subject to auditing. Actual hours and lunch breaks should be recorded on the time card and the daily total written in the far right column of the time card. It is illegal for a student to record hours not actually worked. Students must show the actual hours worked on their time cards even if they start and/or end working past the hour, quarter hours or half hour. It is recommended that supervisors turn in their students time cards.
Time cards correctly completed and signed by both students and supervisors must be turned in each payroll period, preferably the Friday before the due date to the Business Office for Chalon and by 2:00 p.m. the Thursday before the due date to the Switchboard for Doheny. If the time for turning in Doheny time cards causes a problem, supervisors may contact the Payroll Office about this. All time cards are to be in the Payroll Office by 9 a.m. on the Monday after the end of the payroll period. Time cards turned in late will not be processed until the next payroll period. Supervisors are to check that all of their student employees time cards are turned in each payroll period. Students should not keep their time cards for more than one payroll period, then turn all of the saved time cards at the end of a future pay period. We cannot keep a timely account of earnings if this is happening. A time card procedures sheet listing the payroll periods, due days and paydays are given to student employees each year. Ordinarily, student employees are paid every two weeks on Fridays. Checks may be picked up in the Business Office after 1:00 p.m.
Completing Time Cards
The number of hours per week student employees should work when classes are in session is on the Record of Earnings given to them at the beginning of the school year. Student employees may not work overtime. According to State law overtime is described as working more than 40 hours a week. Starting January 1, 1999 overtime extends to working more than 8 hours a day. Therefore, student employees may not work over 8 hours a day or 40 hours a week as of January 1, 1999. Student employees should not work 40 hours a week except during times when classes are not in session, such as semester break and summer.
According to State law, after student employees have worked five (5) consecutive hours they must take a break of at least a half hour. This break must show on their time cards.
On the days they work, student employees should write the actual time they worked on their time cards. They should not wait until the end of the two weeks to do this. Thus, only the hours students actually work will be on the time card, not the hours they should have worked.
If student employees work on holidays and/or weekdays when school is not in session, supervisors should confirm that their students have worked on those days by initialing their time cards after the indicated time worked. Otherwise these hours will not be counted.
Students who work in more than one department with more than one time card should be careful (1) not to work overtime (2) take a 5 to 10 minute travel break before working in the next department (3) take a half hour break after working 5 consecutive hours.
Time cards should be filled in ink. Corrections should be made on time cards by crossing out the incorrect times and writing the correct time above it. This must be initialed by supervisors. Liquid paper should never be used for corrections.
It is important that student employees observe the above procedures, State laws and MSMU policies in completing their time cards. Supervisors should review these with their student employees when they meet with them for job orientation and training. They should also check that their student time cards are completed correctly before they sign them.