4.2    Hiring Procedures 

4.3    Student Wages, Deductions, Tax Reports

4.4    Student Payroll

4.5    Student Work Orientation

4.6    Separation  

4.7    International Students

APPENDIX

A.1  Sample Student Assistant Agreement

A.2  Sample Job Description Information

A.3  The I-9 Form  

A.4  What Do You Need to Know About Hiring a Student? - Summary

1.    Definitions/Functions

1.1    Definition of Employment Funds

Work-Study Funds:

Federal Work-Study Program (FWS, or CWS) - This is a federally funded program established to provide jobs for students who have demonstrated financial need, which must be documented by the Financial Aid Office.  There are strict regulations governing these funds (see Section 3.1).  These funds are awarded as a form of student financial aid.

Boise State University Program (BSU) - This type of Work-Study is funded by the state.  These monies also are awarded as a form of financial aid in financial need-based awards or educational need-based awards.

Parry/Idaho Work-Study Program (IWS) - This is a second Work-Study program,  which is funded by the state.  It is need-based and awarded as financial aid.

Non-Work-Study Funds:

Appropriated Funds - These funds are state financed; they are not allocated through the Financial Aid Office.  The University administration may allocate a certain amount of money every year for departments on campus to use.  Appropriated funds also can be state-granted research money used to pay student employees working as research assistants.

Local Funds - These funds are generated on a local level.  The various departments on campus that generate their own revenue create their own local funds for use at their discretion.  Local funds can be raised through special fees, book sales, ticket sales, space rentals, etc.  In addition, local funds may be federal grants for research.  Student employees acting as research assistants may be paid out of this fund.

1.2    Allocation/Depletion of Work-Study Funds

Allocation of Work-Study Funds to Departments:

The Financial Aid Office oversees all Work-Study funds.  All departments on campus have the opportunity to apply for an allocation of Work-Study funds.  Academic department chairs should submit their requests to the Dean of their college.  All other departments should submit their requests to the Financial Aid Office.  Requests for Work-Study funds must be submitted by April 1.  These funds are limited.  Departments generally request more funds than are available.  Prior to the start of the fiscal year, approximately mid-June, the Financial Aid Office sends a letter to those departments that have been allocated Work-Study funds.  To monitor the remainder of either your Work-Study employee's award or your department's Work-Study allocation, please refer to your department's allocation report.  Assess to this report is given to administrative staff in the office of your dean or department head.  If you have questions, please contact the Financial Aid Office.

Award of Work-Study Funds to Students:

The Financial Aid Office gives first consideration for Work-Study funds to those students who file their Free Application for Federal Student Aid (FAFSA) by March 1, the priority deadline.   All other applications are reviewed in the order in which they are received.

Depleted Departmental Work-Study Funds:

When you are nearing the end of your departmental Work-Study allocation or your Work-Study employee's award, these things can be done:

• If you have appropriated or local funds available in your department, you can pay your student employees from these funds.  See hiring procedures in section 4.2.

• You can discuss the matter with your department head; sometimes they can ask for funds to be transferred from other departments in their college or administrative areas.

• Your Department Head or Dean may contact the Financial Aid Office by memo requesting additional departmental funds.  Occasionally funds become available mid-spring depending on department utilization. 

• You may suggest that the student employee contact the Financial Aid Office to request an increase in his/her Work-Study award.  This, however, is contingent upon limited funds being available and upon the student’s financial need.

• You will have to terminate the employment of your Work-Study students who cannot earn appropriated or local funds.

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2.  Eligibility to be a Student Employee

2.1  Student Employment Eligibility

The following paragraph is taken from the Boise State Policies (Section V Personnel - Position Definitions).  A student employee shall be defined as anyone enrolled at Boise State University at least half time (currently 6 credit hours for undergraduate students and 5 credit hours for graduate students).  When school is in session a student employee may work for no more than 30 hours per week.  When school is not in session and during summer a student may work more than 30 hours per week.  Students who are employed prior to enrollment (i.e. in the summer or in the interim between fall and spring semesters) must meet the "intent to enroll" criteria.  For continuing, new, or returning students, intent to enroll means that the student has registered for classes the next semester.  Student employees are not eligible for benefits.

The above weekly work hour requirements may be appealed by sending a letter of justification to Human Resource Services.  A committee consisting of representatives from the Provost's Office, Affirmative Action, Career Center, Financial Aid, and Human Resources will make a determination on the request.

Boise State University cannot simultaneously employ a person on both student payroll and non-student payroll.

International students admitted to Boise State University on a F-1 or J-1 visa, are authorized for on-campus employment.  International students may work a maximum of twenty hours per week while school is in session (according to Citizenship and Immigration Services guidelines), and up to full time during breaks between semesters, including during summer sessions.  International students must qualify for student employment according to the number of credit hours they are taking.  International students will need to get a letter of authorization from the International Programs Office to take to the Human Resources Office upon acceptance of student employment

Work-Study Student Employment Eligibility Factors: Go to the Financial Aid Office website - http://financialaid.boisestate.edu - and click on the area of interest to learn more about applying for financial aid and the Work-Study Program.  Click on "Aid Handbook" to read the current year's "Financial Aid Handbook ," which includes a description of what is Work-Study.

All students who wish to qualify for financial assistance must fill out an Application for Federal Student Aid (FAFSA). The FAFSA for the coming academic year is available beginning in January from the Financial Aid Office or complete via the web at http://www.fafsa.ed.gov.  It is suggested that students complete the FAFSA as soon after January 1 as possible since priority processing will be done for students whose FAFSA has been received at Boise State from the federal processor on or before April 1.  The process is as follows:  

• The student mails the FAFSA to a processor, who analyzes the student's need for financial assistance.  When the result of the FAFSA is received by the Financial Aid Office, the student's file is processed according to the date which the processor received the FAFSA.  First consideration is given to the students who have filed their FAFSA by April 1.

• If a student is awarded a Work-Study award, he/she is eligible for Work-Study employment on campus.  A letter will be sent telling the student to contact the Career Center for access to BroncoJobs, a web-based, job-referral system.  It is recommended that campus departments list their student-employment opportunities on BroncoJobs for students to view.

• Students with Work-Study awards can also work on campus using other departmental funding or take off-campus employment.

• The fiscal year for financial aid purposes ends approximately on June 30 (before if a pay period extends into the new fiscal year).  Students who wish to work on the Work-Study Program in the new fiscal year must have applied for, and been awarded, Work-Study for the new fiscal year.  Students who would like to continue their employment from one fiscal year to the next should coordinate with their supervisors to have a new Work-Study Employee Action Form completed as soon as they receive notification of their Work-Study eligibility in an award letter from the Financial Aid Office.  The hiring supervisor should submit this web form - Click Here to obtain the Work-Study Employee Action Form from the Career Center.

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3.  Related Regulations & Policies

3.1  Work-Study Restrictions

Federal law imposes restrictions on the hiring and job requirements of Work-Study students.  The following regulations, as well as the pledge of non-discrimination (Section 3.2), must be strictly adhered to when hiring, compensating, and assigning duties to Work-Study students:

• Work performed by Work-Study students must be in the public interest and cannot be for the benefit of personal or private good.

• Students must not be assigned duties that involve any partisan or non-partisan political activities.

• Students must not be involved in the construction, operation, or maintenance of that part of any facility that may be used for sectarian instruction or as a place of religious worship.  The particular position to which a Work-Study student is assigned must not involve in any way the sectarian instruction or religious activities of an organization.

• No supervisor may solicit or permit to be solicited from any student employee: fees, dues of any kind, or compensation of any kind as a condition or prerequisite for the student's employment.

• Work accomplished and approved by a supervisor, by way of the supervisor's approval of time in the time and labor system, indicates satisfactory performance until a performance evaluation can be completed.

• Students working under the Work-Study programs must be paid on an hourly basis.  They may not be compensated under a commission or fee arrangement.

3.2  Pledge of Non-Discrimination

Boise State University is an Equal Opportunity/Affirmative Action institution in accordance with Civil Rights legislation and does not discriminate on the basis of race, religion, national origin, sex, age, disability, or other factor as prohibited by law and by State Board of Higher Education policy in any of its educational programs, activities, admissions, or employment policies.  Concern regarding this policy should be referred to the Affirmative Action Officer, (208) 426-1979.  Title IX and 504 responsibility also rests with the Affirmative Action Officer.

3.3  Nepotism

In order to protect both the individual and the University against potential conflicts of interest, the following policies regarding employment of members of the same family apply:

• No employee shall work under the immediate supervision of a supervisor who is a spouse, child, parent, sibling, or of the same relation by marriage.

• No supervisor at Boise State University shall initiate or in any way participate in any decision which involves the appointment, evaluation, promotion, retention or dismissal of a family member or which might have a direct effect on a family member's condition of employment with the University.

3.4  Study Time on the Job  

Although primarily a student, a student employee has a commitment and responsibility to Boise State University.  Student employees are expected to be considerate and reliable.  Student employees are not normally permitted by their supervisors to engage in reading, homework, or other personal activities during the hours of employment.

3.5  Student Employee Benefits  

Student employees are not compensated for sick leave, vacation pay, or holiday pay.  Student employees are paid straight time (not time and one-half) for any time worked unless it is over 40 hours in a week.  Student Employees are not covered by Unemployment Insurance.

Student employees are eligible for Worker's Compensation. Worker's Compensation is compensation for loss of pay resulting from injuries or disabilities incurred on the job.  Worker's compensation covers expenses for medical care and for certain other benefits. 

• All University employees are required to notify their immediate supervisor whenever they have suffered a work injury or employment caused illness, as soon as possible.  That accident notice should be made within 24 hours, when possible, and no later than 48 hours from the time of the accident. 

• University supervisors are then required to complete a Worker's Compensation Supervisor's Accident Report form (SAR).

• The SAR and instructions can be found at http://rmi.boisestate.edu/workerscomp.shtml and should be emailed (preferred) or mailed to the Risk Manager, Jim Coffey at jcoffey@boisestate.edu in the Office of Risk Management and Insurance.  That report is designed to be completed by University supervisors or managers, not department employees.

• The Office of Risk Management and Insurance will assist the employee in completing applicable Workers' Compensation Forms, as needed.

• If you any questions or comments about when or how to report a work-caused injury or illness, contact Jim Coffey at 426-3636, jcoffey@boisestate.edu.

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4.  Hiring/Separation Processes

4.1  Obtaining Applicants

On- and off-campus jobs for Boise State University Students, including Work-Study jobs, are posted on BroncoJobs the Career Center's web-based, job-referral system, which is accessible to Boise State students at http://career.boisestate.edu.

Federal regulations require that Work-Study employment not displace employees or impair existing service contracts.

Once you have decided to hire a student employee and have determined the source of funds for wages, the following steps will help to streamline the process.  

• verify that your department has a Work-Study allocation if applicable; 
• prepare a brief job description (Appendix A.2) and identify the qualifications required; 
• determine the hours you need the student to work; 
• determine the hourly pay rate you wish to offer; and
• post your job with the Boise State Career Center by logging into BroncoJobs

Your job listing(s) will remain active on our website until your specified closing date. If your position has not been filled by the closing date, you may extend the closing date in BroncoJobs.

When students view jobs in which they are interested, they will contact you per your instructions in the job posting.  It is up to you to interview, check references, do any skills testing (such as data entry, filing, computer software knowledge, etc.) and choose who to hire.  When you decide to hire the student, see the next section on hiring procedures (Section 4.2).  There is no required, standard application for Boise State student employees; however, if you need one, click here for a Sample Application.

4.2  Hiring Procedures  

Once you have chosen a student to hire, hiring paperwork is completed as outlined below.  All Equal Opportunity/Affirmative Action guidelines must be followed in accordance with Boise State Policies (Section V Personnel - Policy on Nondiscrimination and Affirmative Action) . 

See the Boise State Policies (Section V Personnel - Position Definitions - Student Employee Positions) to determine what kind of position you are filling and what hiring form to use. 

As the employer, it is your job to:

• Complete the appropriate hiring form (see bulleted list below) then forward it to Human Resource Services (Administration 218, Mail Stop 1265).  This form must be received in Human Resource Services before the student employee begins work.  In order for the student to receive pay on the first available payday, the form must be received in Human Resource Services two weeks before the effective date.  Please notify your student employee that their pay will be delayed if you have not processed paperwork two weeks prior to hire.  If you have questions about Human Resource Services’ deadlines, please contact that office at extension 1616.  Availability of the different hiring forms is outlined below: 

• Work-Study Employee Action Form Request - complete this form to request a Work-Study Employee Action Form from the Career Center, which will include verified eligibility information to start the hiring process for your work-study student employee - http://career.boisestate.edu/SEWorkStudyEmployeeActionFormRequest.htm.
• Employee Action Form for Students - for hiring, salary change, account change, or separation of a non-work-study student employee -  http://hrs.boisestate.edu/forms/eafstudents.pdf.
• Employee Action Form for Work-Study Students - for separating/terminating or salary change for a Work-Study student employee. http://hrs.boisestate.edu/forms/eafworkstudy.pdf.
• Note: 
  • If you wish to pay a student employee from both your Work-study budget and your appropriated or local funds, you will need to follow the above procedures for both Work-Study and non-Work-Study hires (for two positions).
  • If you are switching the student employee from Work-Study funding to non-Work-Study funding, you need to separate the Work-Study position (see section 4.6 below) and create hiring paperwork for the non-Work-Study position.  
  • If you are switching the student employee from non-Work-Study funding to Work-Study funding, you need to separate the non-Work-Study position (see section 4.6 below) and create hiring paperwork for the Work-Study position.

• Verify that the student employee has initiated an I-9 Form thorough Human Resource Services before she/he begins work.  Click here - Appendix A.3 - for a list of appropriate identification options for the student to provide to Human Resource Services and direct him or her to call extension 1616 with questions.
• Once Human Resource Services/Payroll Services processes the hiring paperwork, your student employee will be set up on Broncoweb's on-line time and labor system.  As a supervisor you will train you student on how to input their hours into the system. All time must be approved no later than the Tuesday following payday, in order to insure your student is paid on time.  Please inform your student employee when to expect the first pay check.
• Provide the student employee with a copy of the "DRUG AND ALCOHOL FREE WORKPLACE POLICY" (Boise State Policies - Section V Personnel - Drug and Alcohol Free Workplace), which is required for departments that receive grant funding.
• You may refer the student to the Student Employment Handbook-Employee for general information about student employment on campus.

It is the student employee's job to:

• Initiate an I-9 FORM (on or before the first day of work).  This is done in Human Resource Services - Administration Building, Room 218, 426-1616, between 8:00 a.m. and 5:00 p.m., Monday through Friday (check for summer hours exception).  See also Appendix A.3.
• Make arrangement through Human Resource Services for direct payroll deposit (they will need to take a deposit slip with them).
• Complete a W-4 FORM in Human Resource Services to indicate withholding for tax purposes.  This should be done once per calendar year if the student works continuously throughout the year.  W-4's are good for as long as a student is employed unless they have filed exempt status.  If the student filed exempt, then the W-4 is only good until the middle of February at which time his or her status is changed to Single/No Dependents unless s/he again files exempt status.
• Input their time into the Time and Labor system through Broncoweb
• Read the "DRUG AND ALCOHOL FREE WORKPLACE POLICY" - Boise State Policies - Section V Personnel - Drug and Alcohol Free Workplace, which is required for departments that receive grant funding.
• Read the Student Employee Handbook.

4.3  Student Wages, Deductions, and Tax Reports

Wages:

In its agreement with the Commissioner of Education, Boise State University has agreed to abide by the regulations governing the Federal Work-Study Program, including the Fair Labor Standards Act.   You must pay at least the federal minimum wage.  There are many positions on campus for students that require independent thought, initiative, and responsibility, which merit more than the minimum wage.  You may wish to set the starting wage of a student employee after considering the following:

• The skills needed to perform the job;

• How much workers with those skills are paid locally for similar jobs; and

• Applicable federal, state, or local laws that require a specific wage. 

Although it is strongly advised that student employees not work overtime hours, any student employee will be paid overtime (one and one half times the regular rate of pay) for any hours worked over forty hours per week.

The Student Union has created a process for wages and raises - please visit their website at Boise State Student Union.

Raises:  

You may raise a student employee’s pay with an Employee Action Form for Students (non-Work-Study) or an Employee Action Form for Work-Study Students - http://hrs.boisestate.edu/forms.  The form is due in Human Resource Services two weeks before the effective date in order to pay on the first available payday.  If you have questions about Human Resource Service's deadlines, please contact that office at extension 1616.

Deductions:

A student employee's eligibility for FICA and FICA Medicare withholding is based upon credit hour enrollment.  If the employee is an undergraduate and enrolled in twelve credit hours or more, he/she is exempt from paying FICA and FICA Medicare while they are attending classes.  However, regular deductions will be taken during school break periods.  If the employee is a graduate and enrolled in nine-credit hours or more, he/she is exempt.  Students with eleven or fewer credits will have FICA deducted by the Payroll department.  Students who have not paid the required fees for the semester will also have FICA deducted.  

Each student employee may complete a W-4 form (Employee's Withholding Allowance Certificate) in Human Resource Services.  All Work-Study appropriated and local fund wages are taxable income and must be reported on the student's income tax return.

Tax Reports:

The W-2 wage and tax statement is an official record of the total amount of wages paid to the employee during a calendar year.  It also shows the total federal, state, and Social Security (FICA) taxes withheld.  Boise State University issues W-2 statements to each employee by January 31 of the year following the end of the tax year.  

4.4  Student Payroll

Federal Work-Study regulations require that Work-Study student employees be paid at least once a month.  If the student is not paid at least once a month, the department back-up account will be billed for those earnings.  Time sheets for Work-Study-employees must be submitted by the "Time Sheet Due Date" according to the bi-weekly payroll periods established by Boise State Human Resource Services.  

Pay Period Schedules are available from the Human Resource Services website - http://hrs.boisestate.edu.  The pay period schedule shows the dates throughout the year that time sheets will be due and when paychecks will be direct deposited.  Questions may be directed to Human Resource Services, Administration Building, Rm 218, extension 1616.

4.5  Student Work Orientation

Supervisors and student employees alike will benefit from an orientation for new student employees. The orientation procedure for new student employees might include:

• Introduction:  The new employee should be introduced to everyone in the student's immediate office or work area.  It is especially important that the student be aware of where and to whom to report.

• Job Description:  A written job description (Appendix A.2) is helpful both to the supervisor and to the new student employee.  If your expectations are made clear to the student early in your supervisor/employee relationship, many misunderstandings will be avoided.  You might consider having the student sign an agreement before the actual job has begun.  You may use the Financial Aid Office Student Assistant Agreement (Appendix A.1) as a model.  The student should also be informed of the duties and functions of the department and how it fits into the University's structure.

• Review of Rules and Regulations:  All student employees are expected to abide by the rules and regulations of the federal government and the Financial Aid Office concerning funds earned under any of the Work-Study programs.  Each office or department should also provide the student employee a written statement of its policies and procedures regarding telephone use, working hours, breaks, dress, and equipment use.

• Break Policy: University policy concerning student employee break times is that students who work a three- or four-hour block may take a fifteen-minute break (with pay) near the middle of their work period (more than one block worked will permit more than one break).  To avoid confusion, break times should be pre-arranged if possible.  It should be explained to the student that breaks cannot be deferred to a later work period and that breaks are not cumulative.  Student employees are expected to be productive.

• Work Orientation:   Explain the job thoroughly, step-by-step, and establish quality and quantity standards whenever possible.  Tell why certain procedures are followed and what required forms mean and how they fit into the scheme of things.  Also, explain the care and storage of forms and/or office materials.  Be certain to emphasize important policies and procedures related to the handling of any confidential information or materials.  You may wish to require a little routine work even during the first day.   Allow time for studying the office manuals, if applicable.  Provide machine orientation as appropriate, including the telephone.  Let the student know that you are there to help and to answer questions.  For a few students, working for you may be the first experience they have in a "real" employment setting.  They might not ask questions, so allow them a bit of time to learn about their job.  If poor work habits are evident, speak to the student as soon as possible to correct the situation, if it is correctable.  If the student does not make acceptable improvement, see Section 4.5 on termination.  You should also explain call-in procedures for times when the student is unable to come to work.  Many students who are working for the first time do not realize the importance of informing the supervisor if they are ill or have an important appointment.  

After the orientation period, the student's work should continue to be monitored.  Student employees should be given feedback on their performance, just as a regular staff member should.  

4.6  Separation

You may separate with an Employee Action Form for Students (non-Work-Study) or an Employee Action Form for Work-Study Students - http://hrs.boisestate.edu/forms.

Part-time work can be a productive learning experience for student employees.  However, student employees are expected to perform and to meet the standards outlined by the employer.  If they don't, the employer may terminate the employment.  This is also called separation.  There may also be separation for a variety of other reasons, which may have nothing to do with performance.  These include the following:

• If the fiscal year has ended and the student has not received a Work-Study award for the new fiscal year, employment must be terminated.

• One must maintain particular student status to be a student employee (see section 2, Eligibility).

• The student who graduates, transfers, or withdraws from the University cannot work past the last day of finals or his/her withdrawal date, whichever comes first.

• If the student employee is ill suited for or unhappy with his/her position, she/he could be encouraged to contact the Career Center to seek different employment, then separate from his/her current position.

• If the employer has made expectations clear and has given the student ample opportunity to improve, the employer may wish to terminate the student's employment.    

The following may be variables:

• Unacceptable job performance

• Violation of University work rules and regulations

• Excessive absenteeism

Student employees should be given notice of problems on the job, chance for improvement, and reason for their dismissal.  The supervisor should document this process each step along the way.  Employee Learning and Development periodically offers classes on supervisory techniques.

The Student Union has developed a Student Union and Bookstore Student Employment Handbook that may be useful as an example for policies and procedures as you develop your own process.

4.7   International Students

A Social Security Administration policy affecting international student employees went into effect on October 13, 2004.  Any international student applying for a Social Security card must have a job or a job offer in hand before they apply for the Social Security Number (SSN).  When applying for the SSN, the student will need a letter of work authorization from the International Programs Office AND a letter from the campus employer.

It is important that employers across campus realize that international students CAN work at Boise State University without a SSN.  Human Resource Services allows them to be employed while they wait for the SSN application to be processed.  Most students receive the SSN within two weeks of applying.

Please contact Christy Babcock-Quintero, International Student Advisor, 426-3652, any time you have questions or concerns about your international student employees.

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