How to Hire a Student Hourly Employee

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Background Information
How Do I Hire a Student Employee?
What steps are required once the student is hired?

Background Information

  1. Who is eligible to be a student employee?

    Undergraduate and graduate students enrolled at UWM can fill part-time positions in offices, in research labs, and in the field. There are some limited instances where students from other schools may be allowed to work at UWM as student employees; please consult with Lisa Switalski (x4916) in that regard.

  2. How many hours may a student employee work at UWM?

    Student positions are intended to be part-time (under 40 hours per week), temporary roles. When classes are not in session (summer, breaks, etc.), students may work up to 40 hours. It is important to note that many students have more than one on-campus jobs. Supervisors need to be aware of any other campus jobs their student employees may have. There are tax implications to the student if he/she works more than 40 hours a week, and there are fringe benefit and overtime implications to units who employ a student who works more than 40 hours a week.

  3. What are the different types of student employees?

    There are two types of student hourly employment:

    • "work study" - students who received a "work study award" as part of their financial aid package. Generally students' hours are limited to the amount of their award each semester and the department's budget. The hiring department pays 25% of the salary cost.
    • "non-work study" or "student hourly" - students' hours are limited by the department's budget. The hiring department pays 100% of the salary cost.
  4. What do I need to know about benefits for student employment?

    Students are paid for actual hours worked. They do not qualify for paid leave time (such as legal holidays) and are not entitled to "make up" time for days when the university is closed (for example, Christmas Eve and Christmas Day).

    In addition, students do not qualify for fringe benefits like health insurance or tuition reimbursement.

    For students working on grants and RGI funds, please consult the Graduate School for information about fringe benefit rates. Your budget will be charged the cost of both salary and fringes at the rates listed below, regardless of the costs for an individual employee. The Graduate School's information about rates is available at:

    http://www.graduateschool.uwm.edu/forms-and-downloads/researchers/rates-fringe-benefits.pdf

    http://www.rsp.wisc.edu/chap4/rn/rn08-2t.html

  5. Campus resources on student employment

    To view the campus student employment manuals, please see http://www4.uwm.edu/financialaid/student_employment/student_employment_manuals_policies.cfm

    Student payroll information and other helpful HR information about student workers can be found at http://www4.uwm.edu/hr/payroll/student/index.cfm

How Do I Hire a Student Employee?

  1. Consult with Lisa Switalski (x4916) about whether student hourly employment or a graduate assistantship is the most appropriate form of employment. Students who have graduated and are not enrolled in a degree program are no longer eligible for student employment.
  2. Prepare a description of the job duties and determine the appropriate pay level. Please consult with Lisa Switalski if you have questions in this regard. For wage scales, please see pages 10 to 13 in the Student Employment Manual: http://www4.uwm.edu/hr/payroll/student/upload/Student-Employment-Admin-Manual-for-Supervisors.pdf
  3. Recruit by posting the job on Panther Jobs, which is accessible at: https://uwm.experience.com/er/security/login.jsp. It is possible to hire a student without a recruitment (i.e., you already know a student who is eligible for employment).
  4. Once you have chosen a finalist, please have the candidate complete the Applicant Consent and Disclosure form for a criminal background check; have the applicant send the form to the College so that a criminal background check can be completed. Forms can be found at: http://www4.uwm.edu/letsci/personnel/cbc/index.cfm
    Exemptions: Current employees and those who worked for the UW System within the last year are exempt. Certain student hourly positions may also be exempt; please contact Lisa Switalski (x4916) for more information.
  5. The College will notify the hiring unit after the criminal background check has been completed. At that time, you can discuss a start date with the candidate.
  6. When the student has been hired, please print out this checklist and submit the needed forms. Forms are available here: http://www4.uwm.edu/hr/forms or here: http://www4.uwm.edu/hr/hrs/pro/forms/index.cfm

What steps are required once the student is hired?

  1. When the student starts, s/he "punches in and out" daily to report hours in the Human Resources System (HRS) using the “web clock”. The supervisor approves the hours for payment every 2 weeks. If you have questions about approving a student employee's payroll hours, please contact Lisa Switalski or see the resources below for information.
    1. Online HRS information and training: http://uwservice.wisc.edu/hrs
      • Select UW-Milwaukee
      • Use your ePanther ID and password
      • Under “Online Tutorials Now Available,” click on the “Employee Self Service Training”
      • To access online tutorial: Click on “Webclock (Student or Classified)”
      • To access PDF document: Click on “Webclock Time Reporting”
    2. Employee/Student Time Entry (Employee Self-Service): https://uwservice.wisc.edu/hrs/training/ess.php
    3. Student tutorial – how to use the web clock: https://uwservice.wisc.edu/docs/tutorials/student-timesheet/player.html
    4. Manager Approval (Manager Self-Service): https://uwservice.wisc.edu/hrs/training/mss.php
    5. Verifying that you can Approve Time for your Employees: http://kb.wisc.edu/hrs/page.php?id=18196 This document describes how supervisors or any time approver can verify that they are setup to approve time for the correct group of time reporters. The KnowledgeBase document provides details.
    6. Approve Payable Time Display:http://kb.wisc.edu/hrs/page.php?id=18194 Some Supervisors were expecting to see all of their students from both their UW portal and also within the Approve Payable Time area of HRS. This expectation is not how HRS works. Supervisors will see just those employees that have submitted time which awaits approval. Please refer Supervisors to the KnowledgeBase document.
    7. General Information about Self-Service: https://uwservice.wisc.edu/hrs/index.php
    8. PowerPoint for student Supervisors: https://uwservice.wisc.edu/docs/publications/tlam-supervisor-training-template.ppt

    Link to the student pay schedule http://www4.uwm.edu/hr/payroll/classified/upload/Biweekly-Payroll-Schedule-and-Deadlines.pdf

    Please review and monitor hours worked so that the employee does not work more hours than authorized. In general, students can work no more than 29 hours per week or eight hours per day during the academic year in all appointments. It is important to note that if a student has more than on campus job, the hours from the two jobs are combined for purposes of calculating overtime compensation.

  2. Overtime for hours worked beyond 40 hours per week is generally not permitted. To access the College's overtime policy, please see: http://www4.uwm.edu/letsci/personnel/overtime.html

  3. If you have questions about the terms of employment (for example, work schedules, extensions on employment dates, pay raises, or pay above the maximum), please contact Lisa Switalski (x4916).
  4. Please notify the College office of the employee's last day of work, so we can terminate the appointment.

August, 2011