Supervisor FAQ

No, student employees only need to fill out their pre-employment paperwork one time during their enrollment years here. However, if they left the University and returned, employment paperwork will likely need to be completed again. 

Whom you should contact depends on the nature of your student employment question. Financial Aid handles the determination of students’ eligibility for Federal Work Study (FWS) (finaid@richmond.edu). You should contact Payroll at 289-8171 if you have a question about direct deposit, W-2s or hours worked versus paid. For Student Employment budget questions contact the Office of Planning and Budget. All other questions should be addressed to Human Resources (URHR@richmond.edu) or Caitie Hoeckele (choeckel@richmond.edu).

Financial Aid and/or Student Employment tracks the earnings of all students on FWS. We will notify you when the student has met his or her award.

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. Financial Aid and/or Student Employment will take care of the changes in Banner and notify the supervisor that the change has occurred.

Everyone at the University of Richmond has a stake in preventing fraud. Money spent fraudulently is money that could otherwise have supported student services, academic programs or even salary increases. Not all frauds are financial, even though most high-profile ones in profit-making industries have been. The nature of the higher education environment means that other frauds—from grade changes to research—can also make the news, to devastating effect.

The University of Richmond has a strong system of processes in place to prevent frauds, thefts and mistakes, and protect valuable assets. These control processes are varied and include management sign-off on invoices; employee and manager signatures on time cards; written faculty approval of late grade changes; competitive bidding on large purchases; periodic fire extinguisher testing; virus upgrades on the network; and checking a University ID before resetting a network password.

Some examples of how each of us prevents fraud:

• Senior management respects the processes in place and does not pressure employees to bend the rules, even if they promise to take responsibility. Senior management creates the "Tone at the Top," and they want to set a tone of ethical behavior for the rest of us to follow.
• Employees know the rules and follow the rules. Employees question when someone wants to circumvent the rules and, if necessary, can report concerns to their manager, the internal auditor, or the police.
• Individuals responsible for approving invoices, expense reports, grade changes, leave and vacation records, timecards and other documents take the time to read and understand what they are approving. Making the assumption that "my staff wouldn’t have put this in here for my approval unless they were sure it was OK" not only circumvents the entire process, but actually leaves your valued staff members vulnerable to questions about their involvement if something inappropriate occurs. Don’t approve something without sufficient proof that it is correct.