Supervisor FAQ
A student employee has worked for me before. Does he/she still have to come to the Student Employment Office to fill out paperwork?
No, student employees only need to fill out their payroll paperwork one time during their four years here. The only form needed in this case is the Job Approval Form or payment request (if salary) if their job is not currently open.
Which account number do I use on the Job Approval Form?
The two most common account numbers for student payroll are -6312 and -6311. Students working under the Federal Work Study Program are paid from account number -6312; students working under the University Work Program are paid from account number -6311. If you are paying a student from a departmental index that does not have either a 6312 or 6311 account number associated with it, you will need to use account number -6314. Account number -6314 is an "other" student employment account not funded by the Student Employment Budget. If you use account number -6314, you will need to transfer your money into that account to cover your student employment expenses. Grant numbers beginning with 27,xxx, 28,xxx or 29,xxx will likely be -6413, but JAF must first be approved by Bob Plymale in Grants Accounting.
I sent my Job Approval Form in by the correct deadline, why didn't my student employee get paid?
The most likely reason is that the student did not complete the payroll paperwork in time to meet the payroll deadline. Once a Job Approval Form is received in the Student Employment Office, we check to see if the student is already set up as a student employee. You will be notified within a day or so of receipt of the JAF if a student needs to complete pre-employment paperwork before they can start work. Once the student completes the pre-employment paperwork, they will be given a Release to Work form to give to you which lets you know you can legally start working them. Otherwise, the student employee will be entered into Banner and within a week you will receive the pink copy of the Job Approval Form back. If you do not receive one of these responses from the Student Employment Office within one week of submitting your Job Approval Form, please email.
The account number was changed on the pink copy of the Job Approval Form when it was returned to me. Why?
The most common reason an account number is changed is that a student has either been awarded work-study or has decided to decline work-study. These changes can take place at any point during the school year (although they usually occur within the first month or two of the academic year). Therefore, while the student employee may have been on your copy of the work-study list when you completed the Job Approval Form, he/she may have since decided to decline work-study. The Financial Aid Office keeps the Student Employment Office up to date on these lists, so the account number on the pink copy of the Job Approval Form that is returned to you is the correct account to be charged.
Whom do I contact with my questions-Student Employment, Financial Aid or Payroll?
Whom you should contact depends on the nature of your student employment question. Financial Aid handles the determination of students' eligibility for work-study. If you have a question about a student's web time submittal problems, check status, direct deposit, W-2s or hours worked vs. paid, you should contact Payroll. All other questions should be addressed to the Student Employment Office.
I've run out of Job Approval Forms. Whom do I contact?
You should call Student Employment for an additional supply of Job Approval Forms.
Our department needs to add a new student job. What do we need to do?
If your department's student employment budget can support the new job without additional funds, you need only submit a job description for the new position. We will review the job description and determine the appropriate pay rate. Once it is approved, you can submit a Job Approval Form with the new job title listed. If the new job will require additional student employment funds, you will have to wait until the budget request process takes place in mid-September and request the increase in a Program Improvement Request. If approved, you will still need to submit a job description and Job Approval Form when you fill the new position.
How will I know when my work-study student has reached his or her earnings limit?
The Student Employment Office tracks the earnings of all students on work-study. It is possible that the award might be increased. We will notify you when the student has met his/her award and has been switched to UWP.
My student worker has reached his/her work-study limit. What do I do now?
Once students reach their earnings limit under FWS, they must either be switched to the UWP (if your departmental UWP budget can support this without additional funds) or released from their position. Student Employment will take care of the changes in Banner and notify the supervisor that the change has occurred.
My student is working more hours than I noted on the Job Approval Form I submitted. Should I send a new one?
No. Students are paid based on the hours submitted on web time entry, not the hours noted on the Job Approval Forms. The student should always record the actual hours worked regardless of the number of hours noted on the Job Approval Form. The number of hours on the JAF is just an estimate.
