Student Employment Procedures                                     UPPS No. 07.07.03

Issue No. 10

Effective Date: 10/26/2016

Review: July 1 E3Y

Sr. Reviewer: Director, Career Services

 

 

01.       POLICY STATEMENTS

 

01.01  This policy provides an organized procedure whereby: (a) students seeking part-time employment; and (b) the respective departments and offices of Texas State University seeking part-time student employees will receive maximum benefits from the Student Employment Program.

 

01.02  Specific objectives of the student employment policy are to:

 

a.   provide information to both the student and the employing university department;  

 

b.   ensure compliance with federal, state, and university regulations, policies, and guidelines; and

 

c.   complement and strengthen the educational program and support the educational goals of the student.

 

02.       DEFINITIONS

 

02.01  Student Employee Titles and Descriptions:

 

a.   Undergraduate Instructional Assistants – employed by an academic department and are responsible for a specific group of students. Additional Texas State requirements include enrollment in six semester credit hours in an undergraduate degree program (except for the final semester of enrollment), classification as an undergraduate student, and teaching duties. They are appointed via a Personnel Change Request (PCR) and paid an hourly rate on a semi-monthly basis from approved time entry.

 

b.   Regular-Wage Student Employees – student workers who a) do not meet the criteria for undergraduate instructional assistants and are not paid from federal or state work-study funds, or b) do not meet the criteria for graduate student assistantships outlined in UPPS No. 07.07.06, Salaried Graduate Student Employment Procedures. They are appointed via PCR and paid an hourly rate on a semi-monthly basis from approved time entry.

 

c.   Work-Study Student Employees – any student workers who a) do not meet the criteria for undergraduate instructional assistants and are paid from federal or state work-study funds, or b) do not meet the criteria for graduate student assistantships outlined in UPPS No. 07.07.06, Salaried Graduate Student Employment Procedures. They are appointed via PCR and paid an hourly rate on a semi-monthly basis from approved time entry.

 

02.02  Department head – either the account manager or a designee.

 

03.       Non-Discrimination

 

            03.01  Texas State is committed to an inclusive educational and work environment that provides equal opportunity and access to all qualified persons. Texas State, to the extent not in conflict with federal or state law, prohibits discrimination or harassment on the basis of race, color, national origin, age, sex, religion, disability, veterans’ status, sexual orientation, gender identity, or expression.

 

04.       PROCEDURES FOR HIRING A STUDENT EMPLOYEE

 

04.01  Posting Vacant Positions

 

All vacant positions for student employees must be posted by the department head or authorized delegate on Jobs4Cats, which can be found on the Career Services website. All vacant positions must be posted for a minimum of three business days or until the positions are filled, excluding university holidays or closure days.

 

04.02  Hiring Decisions

 

In all cases, the department head will decide who is hired according to the position’s qualifications and standards.

 

04.03  Appointment and Related Forms

 

a.   For all student employee appointments, the department head must forward a PCR and the required support documents to Human Resources (see instructions and forms on the HR Master Data Center website).

 

b.   If paid from federal or state work-study funds, the student will complete the Work Study Authorization and forward to Financial Aid and Scholarships (FAS) and the hiring department head will send the PCR with required support documents to Human Resources.

 

c.   Human Resources will not process the student appointment until the student submits all required paperwork. It is the department head’s responsibility to ensure required paperwork is completed and submitted to Human Resources by published PCR deadlines.

 

d.   In all cases, students with an hourly appointment cannot hold a monthly, salaried appointment at the same time.

 

04.04  Pay Rates and Budgets

 

a.   Each of the job titles identified in Section 02.01 is paid in accordance with the pay schedule as shown in the University Pay Plan. Within that plan, the department head will establish the hourly rate at which the student will be paid based on the student’s prior experience and degree of skill or training. The appropriate university vice president must approve any rate above the designated pay schedule limit for student workers.

 

b.   The department head will ensure that the departmental budget contains sufficient student wage funds to pay student employees hired on “regular student wages.”

 

c.   For students hired on the work-study program, the department head will budget funds for the appropriate percentage of matching funds, as designated annually by President’s Cabinet for budget accounts with fund 20200010XX and above.

 

d.   Career Services will provide the President's Cabinet with an annual report reflecting the student's name, division and hourly wage rate for those student employees paid on the October payroll at a rate higher than the designated pay schedule limit.

 

e.   The overtime provisions in UPPS No. 04.04.16, Overtime and Compensatory Time Policy, apply to student employment. Student employment must also abide by provisions outlined by the Affordable Care Act (ACA) and will apply to students who accumulate 1560 work hours or more annually for all Texas State appointments. An outline of ACA compliance can be found here.

 

f.    If a student has multiple positions, the responsibility for overtime payment is prorated based on the number of hours worked in each appointment during the week in which the overtime occurred.

 

04.05  Eligibility for Employment

 

a.   Regular-wage student employees must enroll for at least six semester credit hours in the fall and spring semesters unless the student is in the last semester of enrollment. During the summer session, enrollment is not required and the student may work a maximum of 40 hours per week with the stipulation that they are enrolled in a minimum of six semester credit hours in the following fall semester and the annual accumulation of work hours is ACA compliant. The appropriate university vice president will address exceptions on an individual basis.

 

b.   Student employees on work-study must always enroll for at least six semester credit hours in the fall and spring semesters to retain eligibility for work study funds. They must complete a total of six semester hours within the summer session to retain eligibility for work study funds.

 

c.   Eligible students are normally awarded federal or state work-study funds for the nine-month academic year (fall and spring semesters) or summer session. The award period, as well as the amount, is reflected on the student’s financial aid information on the Texas State Self-Service site. From this page, the student must complete the Work-Study Authorization, present it to the employing department, and submit it to FAS before beginning work. One-half of an academic year award is for the fall semester and one-half is for the spring semester, unless otherwise indicated on the Texas State Self-Service site. The student may be able to transfer the remaining fall semester award balances to the spring semester award. A summer federal or state work-study award is separate from fall or spring. To apply for summer work-study funds, a student must, in addition to having a current year FAFSA on file with FAS, complete a Summer Financial Aid Application, which requires a new Work-Study Authorization.

 

d.   Work-study students are not allowed to work during class time. The employing department is responsible for ensuring their work-study students are not working during class time.

 

04.06  Continuous Employment

 

a.   Once appointed via a PCR, the department head does not need to perform any action on student employees continuing employment in the same position unless there is a break in service. If inactive, the student should be terminated as of the last day worked.

 

b.   Students who do not work the summer session require a separation PCR. The department head must complete a separation PCR as soon as the last working day is confirmed with time entry completed and approved.

 

c.   If the student worked in the spring and will return to work in the fall, the department head should process a rehire quick PCR. It is recommended that departments submit the rehire quick PCR as soon as the start date and funding information is known for the fall semester.

 

04.07  Separating Employees

 

a.   The department head will complete and submit a PCR to Human Resources whenever a student either voluntarily resigns or is terminated.

 

b.   The department head will make all separations effective the last day the student actually worked.

 

05.       MAXIMUM ALLOWABLE WORK HOURS FOR A STUDENT EMPLOYEE

 

05.01  During Class Sessions

 

Student employees are limited to a maximum of 25 hours per week during the fall and spring semesters and must not exceed 1560 hours annually (see Section 04.04. e.). The appropriate vice president must approve any hours worked in excess of 25 hours per week, prior to the commencement of work. International students in F-1 or J-1 status are limited to 20 hours per week, with no exceptions. Violations will jeopardize the students’ visa status. Questions regarding international student employment may be directed to the International Office.

 

05.02  During University Breaks

 

During university breaks (when classes are not in session), student employees can work a maximum of 40 hours per week if otherwise eligible. International students in F-1 or J-1 status may work full-time during those periods when school is not in session or during the student’s annual break (summer), as long as they are enrolling full-time the next semester.

 

06.       TIME REPORTS AND PAY DISTRIBUTION

 

06.01  Record Keeping Procedures

 

The department head will train student employees on timekeeping procedures to comply with one of the processes listed below. The student must submit hours worked according to the schedule outlined in the Payroll and Tax Compliance Office memorandum distributed prior to September 1 of each year. Departments are required to have their work-study students enter their time per hour so time worked can be tracked appropriately for audit and compliance purposes.

 

a.   The student may enter time via the SAP Portal Employee Self-Service site for approval by the immediate supervisor. Entries are “saved and released” at the end of each work week. Supervisors are responsible for approving time entries to meet the published deadlines from the Payroll and Tax Compliance Office.

 

b.   The student may record time on a Semi-Monthly Time Report signed by the employee and immediate supervisor, and entered into the Human Resources Timekeeping System by the departmental time administrator. The time administrator must complete entry by the Payroll and Tax Compliance Office’s published deadlines.

 

06.02  Pay Distribution

 

a.   Student Employees may elect to have their university payments sent electronically via direct deposit, otherwise a check will be printed and will be available for pickup in the Student Business Services Cashier’s Office on pay day, according to the published payroll calendar.

 

b.   Students may enroll in direct deposit on the SAP Portal Employee Self-Service site. Instructions are available on the Payroll and Tax Compliance Office website, Resources & Forms. They may also complete the Direct Deposit form, also available on the Payroll and Tax Compliance Office website or in person at the Payroll and Tax Compliance Office.

 

c.   Students may view their detailed pay statement via the SAP Portal Employee Self-Service site. Instructions are available on the Payroll and Tax Compliance Office website.

 

07.       REVIEWERS OF THIS UPPS

 

07.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Director, Career Services                           July 1 E3Y

 

Assistant Vice President for Human        July 1 E3Y

Resources

 

Director, Payroll and Tax Compliance     July 1 E3Y

 

Director, Financial Aid and                        July 1 E3Y

Scholarships

 

Director, Faculty Records                           July 1 E3Y

 

Chief Diversity Officer and                         July 1 E3Y

Director, Equity and Access

 

08.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director of Career Services; senior reviewer of this UPPS

 

Vice President for Student Affairs

 

President