Student Employment Handbook
- Overview of Student Employment Services
- Student Employment Services' Goals
- Message to Employers
- Student Employment Categories
- Regular Employment
- Federal Work Study
- Federal Work Study Overview
- Eligibility for Federal Work Study
- Federal Work Study Funding
- Hiring Federal Work Study Students
- Employer's Frequently Asked Questions about Federal Work Study
- Variations of Student Employment
- Hold Status
- Graduate Assistantships
- On-Campus Co-ops and Internships
- Enrollment Requirements and Student Employment Restrictions
- Enrollment Requirements' Restrictions
- Financial Aid Recipients' Restrictions
- Student Athletes' Restrictions
- International Students' Restrictions
- Graduate Assistants' Restrictions
- Nepotism Policy
- Driving Policy
- Severe Weather Policy
- Handicap/Reasonable Accommodation Policy
- Worker's Compensation Policy
- Hiring Student Employees
- The Hiring Process
- Creating a New Position
- Determining Pay Rates
- Revising Pay Rates
- Posting a Job Vacancy
- Hiring the Student
- New Employee Forms
- Clearing the Student to Work
- Scheduling Student Employees
- Time Sheets
- Frequently Asked Questions for eTime/Kronos
- Reporting Time Worked Prior to Access to eTime/Kronos
- Training Student Employees
- Work Breaks for Student Employees
- Payroll Procedures
- Issuing Paychecks
- Direct Deposit
- Payroll Deduction
- Special Payroll Circumstances/Issues
- Requesting Students' Wages to be Charged to a Different Budget
- If a Student Does Not Receive a Paycheck
- If a Student is Paid Incorrectly
- If a Student is Overpaid
- Assessing Student Employee Job Performance
- Evaluating the Student's Job Performance
- Resolving Student Job Performance Issues
- Implementing Pay Increases/Decreases
- Terminating a Student's Employment
- Involuntary Termination with Notice
- Involuntary Termination without Notice
- Student Grievance Procedures
- Sick/Emergency Leave
- Legal Holidays
- Religious Observances or Holidays
- Maternity/Paternity Leave
- Military Leave
- Jury Duty
About Student Employment Services
Overview of Student Employment Services
More than 4,300 students work on campus at BGSU each year. For many of them, campus employment provides opportunities for development and practice of BGSU's core values: respect for one another, cooperation, intellectual and spiritual growth, creative imaginings, and pride in a job well done.
Campus employment is essential not only as a means of financial assistance and work skill development for students of BGSU, but also as a service necessary to the operation of the University. Student employees are an integral part of nearly all University operations, departments, and offices. BGSU recognizes all student employees as valuable human resources. For students, the experience of working on campus can be a significant factor in the preparation for future careers. Student employees are expected to learn skills in areas such as interpersonal communication, time management, and personal responsibility.
The University is committed to the professional growth and development of its student employees. As a supervisor of student employees, you have an opportunity and a responsibility to set an example for our students and for the students that follow. We hope that the information contained in this handbook will aid you in this important task.
Student Employment Services' Goals
Student Employment Services has the following goals:
To provide a centralized source of employment information, assistance, training, and professional development to both students and employers;
To establish and administer student employment policies and procedures that advance the basic goals of the University;
To maintain student employee records in compliance with federal, state, and institutional regulation and policy;
To support the Payroll Accounting Office by assisting with payroll processing;
To reaffirm the University's commitment to provide equal employment opportunities to all eligible BGSU students.
Message to Employers
If you employ BGSU students, you work in one of more than 200 offices and departments on campus that hire student employees. Student Employment Services policies and procedures are established to ensure compliance with federal, state, and institutional laws and regulations as well as payroll deadlines. Employers and departments found to be in violation of established policies may lose their hiring privileges.
Student Employment Categories
Student employment positions at BGSU are classified as Federal Work Study (FWS) and Regular Employment. Any eligible BGSU student may work at a job labeled as Regular Employment. Only students who qualify for and receive FWS eligibility as part of their financial aid package can be paid from FWS funds.
Any BGSU student who meets enrollment requirements may work as a regular student employee. Departments hiring students for regular employment up to 28 hours per week are charged for 100% of the student's wages.
The table below summarizes the primary differences between Federal Work Study and Regular Employment:
Federal Work Study (FWS)
Federal Work Study is a federally funded, need-based student aid program. Students must file a Free Application for Federal Student Aid (FAFSA), demonstrate financial need, and be offered Federal Work Study eligibility by BGSU's office of Student Financial Aid in order to be considered for FWS positions. Students are notified of their eligibility in an award notification issued by Student Financial Aid. Federal student aid funds pay 60% of the student's wages while the employing department pays the remaining 40%. Students who tutor in the Family Literacy Program are the exception; they are paid with 100% FWS funds.
Federal Work Study (FWS)
|Must demonstrate financial need by filing the FAFSA.||Filing the FAFSA is not required.|
Federal government pays 60% of wages; employing department pays 40%.
|Employing department pays 100% of wages.|
|FWS earnings can be excluded when determining eligibility for financial aid the following award year (according to FAFSA instructions).||Wages are considered when calculating need-based financial aid for the following award year.|
|Increasing or decreasing FWS eligibility may affect current year award package.||Regular Employment earnings do not affect current award year aid package.|
|Only FWS-eligible students can work in FWS jobs.||Any student can apply for Regular Employment jobs.|
|FWS students have an earnings limit listed on the award notification.||Regular student employees do not have an earnings limitation. However, the number of hours worked may be limited by department funding levels and the student's eligibility for employment.|
|Must meet minimum half-time enrollment requirements:|
6 semester hours for undergraduates
4 semester hours for graduate students
Same requirement applies for receiving FWS for summer.
|Must meet minimum half-time enrollment requirements when working fall or spring semesters. During summer sessions, enrollment not required IF: 1) student was enrolled at least half time the previous spring semester, and 2) there is evidence of planned (at least half-time) enrollment for the fall semester immediately following.|
Federal Work Study Overview
Eligibility for Federal Work Study
To be paid as a student employee with FWS funds, the student must demonstrate financial need and receive an offer of FWS eligibility from Student Financial Aid. To qualify for the FWS funding, students must:
Complete the Free Application for Federal Student Aid (FAFSA). This form is available at Student Financial Aid (231 Administration Building), high schools, public libraries, and on the internet at www.bgsu.edu/offices/sfa. Processing the paper version of the FAFSA can take up to five weeks, while filing the electronic version can take as little as one week.
Have received notification from Student Financial Aid. The award notification lists aid sources, one of which may be FWS eligibility. If FWS is part of the student's package, an FWS earnings limit will be listed on the award notification. The FWS earnings limit represents the maximum the student can earn employed as an FWS student. For most students, the FWS limit is usually $2,800, and depending on the student's eligibility and other aid, could be adjusted.
Apply for FWS job vacancies as listed by Student Employment Services.
Federal Work Study Funding
BGSU receives an annual allocation of FWS funds from the U.S. Department of Education.When hiring a student to be paid FWS funds, departments must contribute 40% of the FWS student employee's wages from their own budgets. FWS covers 60% of the wages paid to eligible student employees.
Hiring Federal Work Study Students
When hiring FWS students, you must consider the students' FWS eligibility limit, the students' hourly wage, and the number of FWS hours per week the students will be working.
Verify that the student is eligible for FWS. Eligible students receive award information from Student Financial Aid. The notification includes an FWS earnings limit. Because award notifications include information that is included under the Family Education and Right to Privacy Act (FERPA) you should not ask students to show you their award notifications. You can contact Student Financial Aid or Student Employment Services (SES) for verification. Upon hiring, SES codes the student's record so that the student's wages are charged to your FWS budget and operating budget appropriately. (SES checks all students for FWS eligibility at the point of hire, provided the department provides the correct department FWS code on the Hire/Re-Hire form.)
Determine the number of hours the student can work, based on the student's FWS limit and the hourly wage. Once students' earnings exceed their FWS award limit, 100% of their wages will be charged to your operating budget. Note: If your department hires ONLY FWS-eligible students, and the policy is to discharge a student once his FWS eligibility is depleted, you should inform the student of your department policy before hiring and include a statement to the effect on the job posting request.
Employer's Frequently Asked Questions about Federal Work Study
How can I tell if a student is FWS eligible? Ask the student. Student Financial Aid sends each student applicant an award notification (letter or via MyBGSU). Student Financial Aid and Student Employment Services can also verify a student's FWS award limit. You should not ask students to share their award notifications with you. Financial aid information is confidential.
Can a student's FWS eligibility change? Yes. Student financial aid eligibility and FWS can change during the academic year for a number of reasons. Students are notified by Student Financial Aid any time eligibility changes. Employers are NOT notified directly when eligibility changes. If a student runs out of FWS or loses eligibility, you will be notified that the student's status has been changed to regular employment, and 100% of their wages are charged to your department operating budget from that point forward.
What if a student's aid package does not include FWS? Depending on the student's situation, Student Financial Aid may be able to add FWS to the student's package by reducing Federal Subsidized Loan. Refer students to contact a financial aid staff member for options regarding their financial aid package.
Is it possible to increase a student's FWS earnings limit? Yes, depending on the student's financial need, award package, and funding levels. If a student has remaining financial need, the FWS limit can be increased. In some cases, a student's loan eligibility can be converted to FWS eligibility at the student's request. In either case, students should consult a counselor in Student Financial Aid to request additional FWS and to discuss the implications of revising their aid package.
Can a student have more than one FWS job at a time? Yes, but total hours worked may not exceed 28 hours per week. Earnings from all jobs will count toward the student's FWS limit listed on the award notification.
Will students automatically be eligible again next year for FWS? Not automatically. Students must apply each year for student financial aid. Students are encouraged to apply as early as January 1st for the following academic year.
Does a student need to be enrolled to earn FWS funds? Yes. The minimum enrollment requirements for FWS eligibility are six credit hours for undergraduate students and four credit hours for graduate students. If students drop below the minimum credit hour requirement, 100% of their earnings are charged to your operating budget from the point that they became ineligible.
How can students find out how close they are to reaching their FWS limits? In addition to keeping a log of their earnings, students can also contact Student Financial Aid or Student Employment Services to determine their remaining FWS eligibility. Student Financial Aid will notify a student and the employing department when the student is within $500 of their earnings limit.
Variations of Student Employment
Students working on commission or hired to work on a Bi-Weekly Compensation Form for a specified amount of time earn an agreed upon salary instead of an hourly wage. Such jobs are generally utilized in hiring students to perform research, teach, work as resident advisors, and perform creative work, possibly at a site outside of the student's department office. Students in this category are paid bi-weekly. Like all Regular Employment positions, the department is charged for 100% of the students' wages. With limited exceptions, payment must average out to at least minimum wage (total amount divided by anticipated hours worked must equal at least $7.85 per hour, according to the state minimum wage, as of January 1, 2013). According to Federal Work Study regulations, departments cannot use FWS funds to pay undergraduate students on a contractual basis.
Hold status allows departments to hire students on an as-needed basis. A Hire/Re-Hire Form must be completed to activate access to a student's time card. An Hourly Change Form must be completed to de-activate a student's time card.
Graduate assistant positions are not posted at Student Employment Services, but are offered on an individual basis by the employing department and the Graduate College . Eligible graduate students can use their Federal Work Study eligibility as a graduate assistant, at the employer's discretion.
On-Campus Co-ops and Internships
Co-operative education (Co-op) and internship experiences are available to students working on and off campus. The Cooperative Education and Internship Program and the College of Technology Co-op Office staff assist in the arrangement of co-ops and internships. Students can use their Federal Work Study eligibility to work at an on-campus co-op or internship as long as they meet other enrollment and eligibility requirements.
General Student Employment Policies
Enrollment Requirements and Student Employment Restrictions
The campus employment program is intended to provide part-time and seasonal employment for individuals whose primary purpose is to attend classes in pursuit of a degree or certificate at BGSU. However, guest students as well as high school students enrolled in the Post Secondary Educational Options Program (PSEOP) can work on campus as long as they continue to meet the enrollment requirements listed in the table below. Student employment positions are available ONLY to students who meet minimum enrollment requirements. Minimum enrollment to be considered a half-time student is six credit hours for undergraduate students and four credit hours for graduate students. For exceptions, see explanation immediately following the table below.
**To be eligible for student employment, full time enrollment is required for International Student during their first semester at BGSU Fall, Spring OR Summer semester.
Fall and Spring Semesters
|Continuing BGSU Student||Must meet minimum.||Not required for Regular Employment.|
Minimum required for FWS.
|Guest Student||Must meet minimum.||Must meet minimum.|
|PSEOP||Must meet minimum.||Must meet minimum.|
During summer: A continuing BGSU student seeking Regular Employment must be enrolled at least half time (undergraduate - six, graduate - four credit hours) during the summer sessions or have been enrolled at the University for at least six undergraduate (or four graduate credit hours) during the preceding spring semester and must be registered for the subsequent fall semester. Minimum enrollment for FWS students during the summer sessions is six credits for undergraduates and four credits for graduate students. Summer session enrollment is calculated by adding the total credit hours enrolled for all summer sessions during the same summer.
Enrollment Exceptions: A student can be exempted from the minimum enrollment requirements under the following circumstances:
The student is in her final semester of classes, resulting in the completion of a degree or certificate at BGSU. To continue working on the student payroll when not enrolled for the minimum number of credits, the student must 1) have applied for graduation, and 2) provide Student Employment Services with documentation from the advisor or college office to confirm that by completing her current courses she will complete all her degree requirements. The student will be allowed one "below hours" semester to work as a student employee.
The student is participating in a co-operative education experience, and is registered for TECH 2890, 3890, or 4890, or CO-OP 50.
The student is participating in a for-credit internship that is a part of the student's official academic program, and provides documentation to Student Employment Services.
New students (freshmen, transfers, and graduate students) who are admitted for a fall semester may work as a student employee during the summer immediately preceding their anticipated fall enrollment as long as 1) their admissions records show enrollment approved for fall semester; 2) the student has registered for fall, or fully intends to register for at least six credit hours if an undergraduate, or at least four credit hours if a graduate student; 3) they are paid as Regular student employees. (Effective May 13, 2001.) Students with guest status, graduate non-degree, or any other enrollment status other than regularly admitted continuing cannot begin working until the semester (for which they enroll) begins.
Financial Aid Recipients' Restrictions
If the student receives Federal Work Study (FWS) as part of his financial aid package, the maximum earnings limit will be listed on the student's award notification. This figure is the limit of FWS the student may earn during the period indicated. If a student receives additional financial aid (including scholarships) during the year, Student Financial Aid may be obliged to adjust the student's FWS earnings maximum.
Once a student has earned within $500 of the amount listed, Student Financial Aid will determine if the student is eligible for an increase in FWS eligibility. If not, once the student reaches the limit, she can no longer be paid FWS funds. When the student meets the FWS earnings maximum, 100% of her earnings will then be charged to the department unless the department chooses to terminate the student's employment.
For budgeting and scheduling purposes, you should keep track of each student's monthly earnings. Student Financial Aid monitors all FWS earnings and notifies departments in writing when any of their students are within $500 of their earnings maximum.
Student Athletes' Restrictions
NCAA legislation permits a Division I student-athlete to earn employment income on or off campus during fall or spring semesters, providing that all student-athletes submit a Student-Athlete Employment form disclosing any jobs they may have on or off campus. To be eligible, the job must be legitimate employment in which they are paid the going rate and they are given no extra benefits because they are athletes. The student-athletes are responsible for updating this form when their employment changes. For additional information, contact Jermaine Truax, Assistant Athletics Director for Compliance: firstname.lastname@example.org or (419) 372-7844.
International Students' Restrictions
The U.S. Citizenship and Immigration Services (USCIS) limits international students with F-1 and J-1 visas to 20 hours of work per week while school is in session. During official school break periods, students with F-1 and J-1 visas may work up to 28 hours per week [C.F.R. 2(f) (9) (i)]. For specific eligibility information, contact International Student Services, or review the guidelines concerning Student Employment for International Students.
International students have special rules for enrollment and limitations on their work hours. International students who have been given permission to work on campus are allowed to work up to 20 hours per week during the Fall and Spring semesters. During official University breaks and summer semester (which is considered a "vacation" period when international students are not required to take classes), they may work up to 28 hours per week. PLEASE NOTE: **Full time enrollment is required for International Student during their first semester at BGSU Fall, Spring OR Summer semester. This limit has been set by the United States Citizenship and Immigration Services, not BGSU, or International Student Services, and is not negotiable. It is the responsibility of the student to self-monitor his or her work schedule and schedule their work times within USCIS regulations. Student Employment Services monitors hours worked, and notifies the employer and International Student Services when a student exceeds program limits. Continued non-compliance can have serious consequences for the student.
Graduate Assistants' Restrictions
Graduate students on assistantships are no longer limited to 20 hours of work or service while on contract as a graduate assistant. However, there are certain limits for international students.
The following table summarizes hour per week restrictions for both graduate assistants and international student employees.
Fall and Spring Semesters
Summer Sessions And Official Break Periods
|U.S. Citizens, nationals, and lawful permanent residents of the U.S.||Graduate assistants can work more than 20 hours per week with approval of Graduate College.||Can work up to 28 hours per week.|
|International Students||Limited to 20 hours per week, per USCIS regulations.||Can work up to 28 hours per week.|
Nepotism Policy (revised 3/1/11)
Applicants may not be hired for or promoted to positions in which they would supervise directly, indirectly (with one level between), or be subject to the immediate supervision by a member of their immediate family. This policy will be upheld regardless of the gender of the relatives involved or the classification or rank of the supervisor. Immediate family for student employment purposes is defined as spouse, children (whether dependent or not), siblings, parents, grandparents, any other person related by blood or by marriage and living in the same household, and legal guardian or other person who stands in place of a parent. For additional information regarding the state of Ohio restrictions on nepotism or hiring family members, refer to the Ohio Ethics Commission document on-line.
Before a student drives a University owned or leased vehicle, Risk Management must first approve the student's driving record for insurance purposes. If a student job description requires driving, employers should consult the University's Motor Vehicle Record Statement Form at the Risk Management's website. If a student's job description (such as a courier) does not require operation of an automobile, but the student chooses to drive her own vehicle to perform the duties, the student is NOT covered under the University's policy. "No reimbursement will be made for accident-related repairs, the vehicle owner will be responsible for personal deductible charges, and BGSU is not responsible for any increase in premium as a result of an accident"– from Use of Personal Vehicles, BGSU Risk Management website.
Severe Weather Policy
If University classes are canceled due to severe weather , students are not required to work their regular work shifts, unless they are designated as an "essential" employee and carry an identification card indicating their essential status. If the student is unable to make it to work (e.g., his vehicle will not start or roads are impassible), he should contact his supervisor as soon as possible. Each employer should establish a severe weather policy and means of contacting students in the event the University is closed. Note: During severe weather, departments should NOT maintain separate attendance expectations for students based on where they live.
Handicap/Reasonable Accommodation Policy
The Rehabilitation Act of 1973 (Section 504) and the Americans with Disabilities Act of 1990 provide that no otherwise qualified disabled individual shall receive unequal treatment or be discriminated against under any program or activity receiving federal financial assistance. This legislation applies to BGSU faculty, classified staff, administrative staff, and students. Questions regarding this legislation should be directed to the Office of Disability Services (419-372-8495) or Human Resources (419-372-8421).
Determining that an individual is disabled within the applicable federal or state law is only the first step to establishing whether he or she is protected under the law. Section 504 protects individuals who are "otherwise qualified." This means that a handicapped employee must be able to perform the "essential functions" of the job with or without reasonable accommodation.
If a student employee has a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such impairment, the student should contact the Office of Disability Services at 419-372-8495.
Worker's Compensation Policy
If a student employee is injured while performing official employment related duties, the student is eligible for medical care expenses and loss of pay benefits. You and the employee are obliged to observe the procedures listed on the Human resources page if an accident occurs while the student is performing official employment related duties.
Hiring Student Employees
The Hiring Process
Before a student can be hired into a particular position, a Job Position Description Form must be on file with Student Employment Services (SES). If a job description is not already on file, the hiring department must create a new position.
Creating a New Position
To establish a new position, a Job Position Description Form is completed by the department and submitted to SES. The information provided on this form is used to establish the position as a valid position for the department, assign a Job Code and a Hiring Code for the position, and to document the base rate for the payroll system. Each new job description includes a short description of the job, the major job tasks, the skills required, a contact person, the hours required, the wage to be paid, and departmental information. Once SES approves the job, an e-mail communication is sent to the employer. A Job Code and a Hiring Code are assigned to complete the paper or electronic (eHire) hiring process. SES keeps an original copy of all job descriptions for each department, as well as a "Job Index Listing," a master list of each department's job titles, classifications, base wage rates, and codes required for hiring or changing the student's status.
Determining Pay Rates
The hiring department recommends a pay rate for the job and indicates the pay rate on the Job Position Description Form. It may be helpful to check with other departments with similar jobs when setting pay rates to keep the rates competitive and to offer comparable compensation. You may also contact SES if you need recommendations for setting pay rates. The state minimum wage is $7.85 per hour as of January 1, 2013 and has the potential to increase annually.
Revising Pay Rates
Departments are encouraged to review job descriptions and wage rates annually. To change the base rate for existing positions, note the change in rate on the department job index listing, sign and date the change, and then forward the job index listing to SES. SES staff will contact you to guide you in the next step of the process. Please note: when you change the base wage of a job, all students currently in that job are entitled to have their base rates changed. (Students typically maintain all current longevity and merit raises.) Employers also have the option of changing individual students' wages through promotion, merit, or longevity increases. Once changes are submitted to SES, every effort will be made to make the change effective for the next available pay period, or a future date specified by the employer.
Posting a Job Vacancy
All student employment position postings for undergraduate and graduate students (with the exception of graduate assistantships and resident assistants) must be posted by SES for a minimum of two business days to ensure reasonable and equal access for all students to all on-campus student employment opportunities. Employers' failure to comply could result in charges of discriminatory hiring practices and liability assessed to themselves, their departments, and the University. In addition to mandatory posting at SES, you can also advertise or post job vacancies elsewhere, e.g., in your department office, student listproc, class announcements, or the BGNews.
To post a job vacancy:
- A job description for the position must be on file at SES. (Each department liaison has a Job Index Listing, a list of all positions valid for the department.) If the job does not already exist, complete a Job Position Description Form and submit it to SES.
- Complete and submit a Job Posting Request Form to SES. Make sure that the job title and base wage is listed on the form exactly as it appears on the department's Job Index Listing.
- After verifying the job as valid for your department, SES will post the job, and notify you of the Job Posting and Hiring Codes. Every effort will be made to post your job vacancy within three business days. (Due to the volume of requests at the beginning of fall and spring semesters, it may take longer during peak processing times.) Job vacancies are posted on WorkNet for students to view by accessing their MyBGSU web portal. If the posting form is incomplete, SES will return the Job Posting Request Form to you along with the reason it cannot be processed (e.g., the base wage does not match the job description on file). Once all information is complete and valid, the job vacancy will be posted.
- Students will have access to the job posting 24 hours a day, seven days a week via the internet. Interested BGSU students will inquire about the vacancy by contacting the person listed or by following other instructions listed on the posting.
- You may request that the job posting be deactivated, or "pulled" after the two-day minimum. Once you have selected a candidate, contact SES (make sure you have the Job Posting Code number) and request that the posting be deactivated. Unless notified, the posting will expire from WorkNet after two months (approximately 60 calendar days). For example, if a job is posted April 15th, it will be inactivated on June 15th. If you need more than 60 calendar days to fill your vacancy, contact SES prior to the 60-day expiration. Employers have 30 days from the day a job vacancy is inactivated to hire a student into the position. After 30 days, the job must be re-posted.
Failure to follow the job posting procedure will delay the hiring (and paying) process. Repeated failure to follow the posting policies could jeopardize the department's ability to hire student employees.
Hiring the Student
Once you have made your hiring decision, offer the position to the selected candidate, and notify the other applicants (by telephone or e-mail) that you have filled the position. Notify Student Employment Services (SES) immediately so the job posting can be inactivated. When contacting SES, be prepared to report the Job Code for the position that was filled. Removing the job posting prevents additional students from viewing a position that is no longer available.
Before the student may begin working, you must receive clearance from SES. The first step in this process for employers is to complete either a Hire/Re-Hire Form for Hourly Student Employees or a Bi-Weekly Compensation Form for Student Employees, depending on the job postings. Instructions for completing both forms are available online.
If students have not been paid from the student employment payroll before, they must be certified eligible to work in the United States by completing the U.S. Citizenship and Immigration Service's I-9 form, completing income tax withholding forms, and declaring whether or not they wish to participate in the Public Employees' Retirement System (PERS). The I-9, tax withholding, and PERS forms do not have to be completed again if a student is hired for multiple campus jobs. Payroll has the authority to change the student's PERS status based on enrollment guidelines. Student-initiated adjustments to tax withholding status should be made at the Payroll Accounting Office.
Employment Authorization (I-9 Form): In accordance with the Immigration Act of 1986, all employees must present the appropriate documents for employment authorization and completion of the I-9 process. While various pieces of identification are allowed, most students choose to present a passport OR a photo identification card AND one of the following, according to the instructions on the I-9 form:
- Original or certified copy of birth certificate;
- Original Social Security card (not a laminated card)*;
- Alien registration card;
- Certificate of citizenship or naturalization.
*Effective January 1, 2005, international students must present either their Social Security card or a receipt of their application to obtain a Social Security card in addition to their passport or other I-9 documentation.
New Employee Forms
Employees new to the University must complete the following forms:
- I-9 form;
- Public Employee Retirement System (PERS) Exemption Form or PERS Membership Enrollment Form*;
- SSA-1945, Statement Concerning Your Employment in a Job Not Covered by Social Security
- W-4 (federal tax withholding);
- IT-4 (state tax withholding); and
*Once the hire form is completed, the student should take it to SES, along with the required documents, in order to complete the hiring process. (Some departments are authorized to collect the forms and complete the I-9 on-site.)
**As of September 10, 2012 the DMA form is no longer required. (Previously, as of July 1, 2006, all new University employees are required to sign a Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization (DMA) form. For more information and to view the Terrorist Exclusion list, visit the Ohio Department of Public Safety, Division of Homeland Security web site.)
Public Employee Retirement System of Ohio (PERS) and Medicare (FICA) Exemptions:To be exempted from paying into PERS and Medicare, undergraduate student employees must maintain a minimum enrollment of at least six credit hours; graduate students must maintain a minimum enrollment of four graduate credits. If the student's enrollment drops below the required minimum number of hours, the student will no longer be exempt from paying into PERS and Medicare, and the Payroll Office will begin deducting PERS (10% of gross wages) and Medicare (1.45% of gross wages). The Payroll Office is responsible for monitoring enrollment for PERS and Medicare, time submitted, and tax withholding status. Questions about student exemptions should be directed to the Payroll Accounting Office at 419-372-2201.
International Students require additional forms and documents for on-campus employment. For specific eligibility information, contact the International Student Services or review the guidelines concerning Student Employment for International Students .
Students who have worked on the student payroll previously are not required to complete payroll forms again, unless their enrollment or tax status changes. To verify whether or not a student has been paid from the student payroll before, contact SES.
Clearing the Student to Work
Before the student will be "cleared" to work, SES must verify the student's eligibility to work. The clearing process involves confirming the accuracy of the student's hire/re-hire form; completion of employment forms (Hire/Re-Hire form, I-9, tax withholding forms, etc.); verifying the Job Code and Hiring Codes; and verifying the student's FWS eligibility (when applicable).
Once the student has been cleared to work, SES notifies the employer by updating the student's eHire record, or by (for paper hires) fax. Clearance notices includes the student's name, ID number, employee record number, and if applicable, the student's FWS earnings limit (as of the day of the notice).
Students are not eligible to work on campus until a valid hire form is received, and all required payroll paperwork is completed. If the problem is the student's Hire/Re-Hire Form, SES may "deny" the transaction through eHire, or return the form to you along with an explanation of the problem. Listed below are several reasons why there could be a delay in processing a student for employment:
- The Job Code number has expired: Job Codes are valid for 30 days after the job notice is inactivated. Thirty days should give the student and employer sufficient time to complete the hiring and payroll forms and get them to SES. After 30 days, the job must be re-posted before a student can be hired into the position.
- The Job Code number does not exist or is incorrect: Check to see if you recorded the job notice number correctly on the Hire/Re-Hire form.
- The Hire/Hiring Code is missing or is incorrect.
- The student does not have FWS eligibility and therefore cannot be hired into an FWS-funded job. (This item pertains to the employer's request to hire a student only if he has FWS eligibility.)
- The student has not completed the required eligibility, tax, or PERS documents, or the student does not have the documents required to complete the I-9. Students that have never worked for BGSU on the student payroll, must complete the new employee forms before they can begin working.
- The Hire/Re-Hire Form (hourly or bi-weekly compensation) is missing data required to establish a payroll record for the student. Refer to the instructions on the back of the form for guidance, or contact SES.
- The student has not yet presented the Hire/Re-Hire form to SES.
YOUR RESPONSIBILITY IN SUPERVISING STUDENT EMPLOYEES
Student hours are NOT to exceed 28 hours per week. Students should NOT be in the workplace training, shadowing, or working prior to being authorized to work.
If students are injured at the job prior to the time they are authorized to begin working, they are not covered by Workers’ Compensation, and the injured person or their estate would be entitled to bring suit for all injuries and damages against the University and their supervisors who allowed them to commence work prior to being properly authorized to begin working.
The supervisors who allowed such work to begin would be considered to have acted outside the course and scope of their employment, not entitled to state employee immunity, and individually liable to suit by the injured person. Such supervisors would have to engage counsel at their own expense and be personally liable for any damages arising from any injuries. Such supervisors would also be subject to disciplinary action up to, and including, discharge for having violated University policies and State law regarding workers’ compensation
After you have been notified that the student is cleared to work, SES will create the student's job record in the payroll system. Depending on the volume of hiring activity, it could take 1 – 3 business days between being cleared to work and the creation of the student's job record in the payroll system. Creating the student's record sets up the necessary accounting information so the student's wages can be charged to the hiring department. The student's eTime/Kronos time card should be available and accessible the business day after the hiring information is posted by SES.
Scheduling Student Employees
Total hours worked per week during any time of year, whether or not school is in session, may NOT exceed 28 hours per week for ALL jobs combined (International students may not exceed 20 hours per week except during break periods). For more information or specific eligibility requirements, review the guidelines for Student Employment for International Students . Consider the student's academic workload when preparing work schedules. Most student employees enrolled for 12 to 18 credit hours a semester are able to work between 10 and 15 hours a week without their jobs interfering with their academic course work and co-curricular activities. While employment can be a valuable part of a student's educational experience, it's important to remember that academic work is the student's first priority. Students should never be encouraged or required to miss classes or forgo assignments to work. FWS students are prohibited from working during scheduled class times (unless the class is cancelled).
Frequently Asked Questions for eTime /Kronos
Refer to the eTime for Students: Glossary of Terms for explanations of eTime/Kronos features and terms. Refer to the Payroll Schedule for time card approval dates and paydays.
Reporting Time Worked Prior to Access to eTime/Kronos
When students are authorized to begin working, but do not yet have a time card in eTime/Kronos, they can record in punches and out punches on paper until an electronic time sheet is created. Then the employer can record time worked for the previous Sunday –Saturday period before signing off the following Monday morning. If the student has hours to report for a time period that is not available in eTime/Kronos, the employee should contact the Payroll Accounting Office (419-372-2201) for further instructions. Employers should NOT modify time cards by adding time that the student did NOT work in order to compensate for work performed prior to when an electronic time card was available.
Training Student Employees
For many students, their BGSU jobs may be their first formal job experience. One of the purposes of student employment is to teach students the skills necessary to succeed in the work force. Providing adequate orientation, including clear and reasonable expectations for performance, training, and constant feedback about performance, is essential, and is the responsibility of the student's supervisor.
At minimum, employers should make sure that their student employees know the following:
- The expectations as to quality and quantity of work;
- The specific duties of the job;
- The required hours of work as well as break periods;
- The operational procedures and policies of your department;
- The expected duration of the employment;
- The beginning rate of pay and the potential for future increases;
- Dress code or uniform requirements;
- Procedures when a student is unable to work or requests to be excused from working a scheduled work shift;
- Departmental policy for performance evaluation, promotion, and discipline;
- Emergency and inclement weather policies;
- Procedures for conflict resolution within your department.
- Procedures for University compliance with federal and state equal opportunity and nondiscrimination laws and regulations
Work Breaks for Student Employees
Student Employment Services recommends that you allow a 15-minute paid work break for every four hours of continuous work. State law requires that individuals get a 15-minute paid break after working five hours. Students cannot substitute their breaks for the first or last 15 minutes of their work shift, nor may they accumulate breaks from one shift to the next. You are not required to provide students with an official paid meal break; however, departments may determine their own meal break policies as long as they are applied consistently to all student employees. Students who work an eight-hour shift should be encouraged to take a 30-minute meal/break period. Regardless of the department's break policy, students should be allowed paid restroom breaks as needed.
Paychecks are issued bi-weekly for all students paid via the BGSU payroll, according to the Student Employment Services Pay Schedule.
As a step in the hiring process, student employees enroll in direct deposit. Students complete a direct deposit form and provide information about their financial institution of choice. Paychecks are deposited electronically into students' checking or savings accounts, according to their preference.
Students can access their paycheck details online via MyBGSU. Once activated, direct deposit remains in effect until the student notifies the Payroll Accounting Office to change his or her financial institution or the student leaves the University.
Students have the option of having all or a set amount of their paycheck transferred to their bursar account each payday. Students arrange for payroll deduction at the Office of the Bursar.
Special Payroll Circumstances and Issues
Total hours worked per week during any time of year, whether or not school is in session, may NOT exceed 28 hours per week (for ALL jobs combined), thereby discouraging overtime.
Requesting Student's Wages to Be Charged to a Different Budget
Complete an Hourly Change Form to charge a student's earnings to a different budget. List both the old and new budget information on the form. All changes will be effective on the first day of the designated period, provided the date has not already passed. If the requested effective date has passed, the change will be made effective on the next available pay period.
If a Student Does Not Receive a Paycheck
- Verify that the student has been cleared to work by contacting Student Employment Services (SES). If the student was not authorized to begin working (for whatever reason), no paycheck will be created.
- If the student does not receive a scheduled paycheck due to a department error, Student Financial Aid can process an interest-free short-term loan for 80% of the student's expected gross wages. Before processing a payroll loan, the student and department must submit any outstanding paperwork. For more information regarding short term loans, contact Student Financial Aid .
- If a student misplaces a paycheck, contact the Payroll Accounting Office at 419-372-2201 for assistance.
If a Student is Paid Incorrectly
- Review the submitted time card history to determine if the hours were reported correctly. If the error is in the student's time sheet, contact the Payroll Office.
- If the student's base pay is incorrect, contact Student Employment Services (419-372-2865). SES will correct the student's record in the payroll system, based on the date of the original transaction.
- Depending on the point in the payroll cycle when the adjustment was requested, a merit increase, promotion, or longevity is processed for the next available pay cycle.
- Merit increases and promotions are not made retroactively. Employers are encouraged to submit requests for pay increases at least two weeks prior to the beginning of the pay period for which they are requested.
If a Student is Overpaid
- The Payroll Office will process a one-time deduction if the job will end soon or initiate a series of payroll deductions if there are several months to correct the error.
- The Payroll Office will contact the student prior to any adjustments or provide the student with a letter of explanation.
Assessing Student Employee Job Performance
Evaluating the Student's Job Performance
Supervisors are recommended to evaluate each student's job performance at least once each year, preferably before the end of the spring semester. However, you or the student can request an evaluation of performance at any time. You should evaluate a student's performance if:
- You promote or transfer the student into a new job;
- You give the student a merit increase;
- You terminate the student's job;
- The student resigns from the job;
- Your department's Federal Work Study appropriation or the student's FWS eligibility is exhausted and the job is terminated.
Resolving Student Job Performance Issues
The key to handling job performance problems is to establish clear and concise job expectations and performance standards upon hiring. When a student employee is consistently tardy or absent or fails to perform specified tasks to your satisfaction, you have the right to terminate the student's employment. However, you must first attempt to discuss and settle the problem with the student. The student should be given the opportunity to improve performance. In many cases, an honest discussion focused on expectations for job performance followed by the creation of a plan for improvement will have positive results. In all instances, you should document the employee's behavior and the steps you have taken to resolve the situation.
If a student is not meeting expected performance standards, you are responsible for addressing your specific concerns with the student, initiating a conference, and recording the problem and results. Progressive discipline should be used where applicable, including verbal warning, written warning, and finally termination if the seriousness of the offense warrants it.
Implementing Pay Increases/Decreases
There are three ways students can earn an increase in their hourly wage: longevity, merit, and promotion.
(Note: longevity increases were automatic – no longer effective after the July 1, 2005 payday. All longevity increases now initiated by the employer – effective with the July 15, 2005 payday). Employers have the option to create a department or unit policy regarding the awarding of a longevity increase. Longevity increases are appropriate to reward students for their continued and loyal service, and should be applied consistently to all student employees within the department or unit.
- Longevity increases are job-specific, and can be department-specific with the supervisor's recommendation:
- Longevity increases are limited to once each semester per job. The summer sessions together are considered one semester.
- The amount of the longevity increase is determined by the department and should be no less than $.10 and divisible by $.05.
- Once a longevity increase is given to a student for a particular job, it cannot be revoked or reduced without approval by SES.
- The longevity increase will go into effect with the pay period following SES' receipt of the recommendation, or a future date, as indicated on the Hourly Change form. Retroactive adjustments will not be processed without a detailed explanation from the employer.
- Longevity increase recommendations must be considered without regard to race, sex, sexual orientation, national origin, religion, marital status, age, disability, or veteran status.
(Note: Merit increases are initiated by the employer).You may award merit increases to students based on the quality of their work performance. Consider students for a merit raise if they have consistently demonstrated meritorious service, e.g. going beyond what is expected for their position. Employers complete an Hourly Change Form and submit it to SES to request a merit increase. The merit increase policy for student employees is as follows:
- Merit increases are limited to once each semester per job. The summer sessions together are considered one semester.
- The amount of the merit increase is determined by the supervisor and should be no less than $.10 and divisible by $.05.
- Once a merit increase is given to a student for a particular job, it cannot be revoked or reduced without approval by SES.
- The merit increase will go into effect with the pay period following SES' receipt of the merit recommendation, or a future date, as indicated on the Hourly Change Form. Retroactive adjustments will not be processed without a detailed explanation from the employer.
- Merit increase recommendations must be considered without regard to race, sex, sexual orientation, national origin, religion, marital status, age, disability, or veteran status.
If you promote a student to a higher paying job with more responsibility (or demote a student to a lower paying position), you must complete an Hourly Change Form and submit it to SES. The student's pay rate change should reflect the student's change in responsibility. Promotions (and demotions) are not retroactive. To promote a current student employee to another position in your department, complete and submit an Hourly Change form; you do not have to post the job.
Terminating a Student's Employment
When a student's employment ends, you have the following options to communicate the job termination to Student Employment Services (SES). For students paid by the hour:
- Complete an Hourly Change Form and submit it to SES.
- If you have a number of students to terminate, complete a Group Change Form and submit it to SES.
For students paid using a Bi-Weekly Compensation Form, complete a Student Bi-weekly Compensation Form-Addendum and forward it to Student Employment Services, 318 Math Sciences Building.
A student's employment typically ends one of four ways: resignation with notice, resignation without notice, involuntary termination with notice, and involuntary termination without notice. Once processed, a termination request will remove a student's time card from eTime/Kronos. Please note that terminations may take longer to process because they have lower priority than job postings and hire forms.
Student employees may terminate their employment at their own discretion. Reasons for a student's resignation include:
- Course work overload;
- Class scheduling conflicts;
- Better job opportunity;
- Co-op or internship opportunity;
- Conflict with supervisor or co-workers;
- Personal reasons.
SES recommends students submit a letter of resignation or e-mail message at least two weeks (14 days or 10 working days) prior to their last day of employment. The letter should include the effective resignation date.
Involuntary Termination with Notice
Reasons for terminating a student's employment with two weeks' notice:
- Documented unacceptable performance of job duties;
- Documented refusal to perform assigned job duties;
- Discontinuation of the job;
- Lack of department funding;
- Elimination of position due to office re-organization;
- Scheduling conflicts;
- Department Federal Work Study allocation exhausted;
- Student reached FWS limit established by Student Financial Aid.
Prior to terminating a student's employment for unacceptable performance, you should have taken the appropriate steps to ensure that the student has been given reasonable time and opportunity to improve work performance. Setting clear expectations, training, feedback sessions, job coaching, attendance patterns, and performance evaluations should all be documented. Disciplinary measures should be applied uniformly and in accordance with your department's policies.
Involuntary Termination without Notice
You have the right to terminate the student's employment without notice if he or she has been found in extreme violation of University policies, including the student code. Examples of extreme violation include, but are not limited to:
- Repeated documented unexcused absences;
- Time sheet/card falsification;
- Violation of any serious infraction of the University Student Code;
- Use of drugs or alcohol immediately prior to or during a scheduled work shift;
- Insubordination – willful or intentional failure to obey a lawful and reasonable request of a supervisor; blatant demonstrated lack of respect or harassment directed toward a supervisor;
- No effort to rectify a grievance you previously presented (you must be able to document this violation).
Student Grievance Procedures
If a disagreement occurs between a student employee and supervisor, the student employee is encouraged to pursue informal grievance procedures to settle the disagreement. The following steps should be followed:
- The student employee should make every effort to resolve the problem with the immediate supervisor.
- If the student employee is dissatisfied with the response from the supervisor, or if the supervisor fails to take action, then the student should contact the department supervisor at the next management level to request review of the situation.
- Should the issue remain unresolved, the student employee shall meet with the manager of Student Employment Services (SES). During this meeting, the nature of the concern and student's documentation of the events or issues will be reviewed and discussed.
- The manager of SES will contact the parties involved to gather information from the supervisor and any witnesses, including the student's co-workers. After considering the information provided and interviews with the student and supervisor, it may be possible to resolve the concern by reviewing and clarifying the stated policies of the department, SES, and the student code.
- If resolution is not possible, the SES manager will meet with the student employee and department supervisor of the second management level to mediate the grievance. A written record will be made of the proceedings and copies of the record will be sent to the student employee and the supervisor.
Note: Bowling Green State University is committed to providing equal educational opportunity. The University provides access to educational programs and activities without regard to race, sex, sexual orientation, color, national origin, ancestry, religion, age, marital status, disability, or status as a Special Disabled or Vietnam-era veteran. Any grievance regarding alleged discrimination due to race, sex, sexual orientation, color, national origin, ancestry, religion, age, marital status, disability, or status as a Special Disabled or Vietnam-era veteran shall be reported by SES to the Office of Equity and Diversity or the Office of Disability Services for investigation and resolution.
Time Off Policies/Leaves
Student employees are paid wages ONLY for time actually worked. Student employees are covered, however, under Ohio Worker's Compensation in the event of a work-related injury or illness.
Student employees are not entitled to sick pay. Students who are ill or have an emergency should call their supervisors prior to their scheduled shift. Should the student's illness persist for an extended period of time, you may need to evaluate the student's situation and make the necessary arrangements. BGSU's Student Health Service does not provide notes excusing students who miss class or work.
Student employees are covered under Ohio Worker's Compensation in the event of a work-related injury or illness.
In the event of illness or emergency, student employees should NOT be required to arrange for a substitute for their work shifts.
If the student is absent due to uncontrollable circumstances and is unable to notify you, allow the student to explain the situation upon return to work. If the student does not have a justifiable reason for the absence, or continues to miss work without proper notification, the student is subject to the appropriate disciplinary action based on your written office policy.
Student employees are not entitled to vacation pay. It is advisable that you establish a policy for students to request time off from work in advance, where possible. Students are not required to work during regularly scheduled break periods (spring break, fall break, semester break, Thanksgiving, summer sessions, etc.) unless the job posting and/or description specifically stated that it is part of the job.
Student employees are not required to work on legal holidays and official University holidays , and are not entitled to special holiday pay. However, many University departments are open on certain holidays, and consequently you may need to schedule students to work. To the extent possible, you must notify the student in advance when he or she is scheduled to work on a legal or University holiday and make sure that the posted job description includes language to that effect. The student has the option to decline to work on designated holidays. Students who choose to work on legal or University holidays are paid their normal hourly rate.
Religious Observances or Holidays
If a student requests time off in advance for a religious holiday or observance, you must accommodate the student's right to observe the holiday. Students should not be penalized for missing work for their religious observances, but cannot be paid for time missed to attend religious observances.
Student employees are not entitled to be paid while on maternity or paternity leave. Discuss with the student whether or not you will be able to keep the position open while the student is on leave. If the student is leaving for maternity reasons, you may require her to provide a physician's medical release as a condition of her return to work.
Students are not entitled to military leave pay. If a student is called for active military duty, assess the situation on an individual basis and make arrangements with the student. Every effort should be made to offer the student a comparable position upon return from military duties.
Students are urged to make provisions to vote on their own time. However, if their class and work schedules make it inconvenient, you should allow up to one hour of unpaid release time, authorized at your discretion.
If summoned, student employees are not automatically exempted from jury duty. If required to appear, students may or may not be chosen to serve on a jury. Depending on the jury (municipal or county), jurors are paid a per diem by the court. Trials are of short duration, and every effort should be made to accommodate students' work and class schedules. Student employees cannot be paid BGSU wages for time served on jury duty.