October 2010 - The Buzz Newsletter

Student Working and Not Paid? Check the Turnarounds

By now you should have received a processed PAF Turnaround for all students working in your department. If you have not, then Student Employment may not have their hiring paperwork. Do not let your students work unless they have been processed to work! That means a submitted PAF/FWS Contract for each hire and a W-4 and processed I-9 for all new student employees. 

You will notice that all Turnarounds have your Home Department listed. No longer are students with FWS funds listed in the Home Department: Financial Aid. Please use the Turnaround to manage all future actions for your student employees. Turn in paperwork by the Student Employment posted deadlines. Access to the HR Payroll Calendar for both Medical and University payroll cycles is available on the Student Employment website. Our Home Page has a posting of immediate deadlines and is continually updated. Be sure to check us out.

Timesheet Delivery

FWS timesheets delivered to Student Employment should be in a sealed envelope with the supervisor’s signature written across the seal.  This extra step could help minimize falsification and/or adjustments made to timesheets after signature authorization.  Please ensure that the timesheets are left IN Student Employment (not downstairs, at the Financial Aid reception area, or outside.)  

Timesheets –FWS students working for the medical departments will now process their timesheets on the medical pay cycle. The hired student should complete a green-backed timesheet and submit it to medical payroll with the rest of the department timesheets. This will eliminate the need to have your student change pay cycles when their FWS funding is exhausted and their Job Code/Position is switched from FWS to Institutional. Please remember that all student employees’ hiring paperwork still flows to Student Employment first. Therefore, check the Student Employment Forms deadline on the HR Payroll Calendar. Student Employment will continue to process hiring paperwork and turnarounds for FWS funded students. 

e-Timesheets

Is your department interested in moving to the electronic timesheet process?  If so, please contact Michael Jones in the HR Processing department. He can be reached by phone at 2-0356 or email. He will schedule and provide training on this new Vanderbilt initiative. You may need to add supervisors who oversee student employees as authorized to sign timesheets. To do this you need submit the Signature Authorization Delegation for University Central Form.   

Why did my Student Employee lose FWS funding?

Federal Work Study (FWS) funds are need-based financial aid and students must qualify to receive the award. Once a student applies for federal financial aid, their financial aid application/documents are verified. As a result of that process students may have a reduction in FWS funds or lose them altogether. Other types of aid, such as outside scholarships can impact the FWS award. For instance, if the student later receives an outside scholarship or additional Vanderbilt Need-based Grant funds, the FWS award may be reduced. It is our goal not to have this happen, but our office must comply with the federal regulations that govern the program. Student Employment will automatically input a position change and notify the department and student of the change. It will then be up to the department to decide if their budget can continue to support the student’s employment.  Thank you for working with your student employees who fall into this situation. 

Continue to Post Your Jobs on HireADore!

Student Employment receives calls and emails everyday from students looking for employment on campus. Our office refers all students to www.HireADore.com. All Vanderbilt students (undergraduate, graduate and professional) have search access to this job bank.  Our goal is to communicate jobs available to those students wanting to work.  Don’t have time to post your position? Shoot us an email,  workstudy@vanderbilt.edu and we will post it for you.  

I -9 Reminders

New student employees (those who have not worked at the University or Medical Center in prior semesters) need to complete the I-9 process. It Takes Two Steps

Send your student to  www.newi9.com to complete Section 1. Send your student to one of the I-9 Express Document Verification Sites where they can show their  accepted documents. (Click active link for a valid list) Step 1 can also be completed at the Verification Sites. 

I-9 Express Document Verification Sites:

• Student Employment – 2309 West End Ave. (Undergraduate Admissions Building)
• HR Processing – Baker Building, Suite 975, on 21st Ave.
• HR Express – 2525 West End Ave.
• Office of International Students and Scholars (International Students Only) – Student Life Center