August 2011 - The Buzz Newsletter

Newsletter for VU Campus Employers

FWS Job Fair

The Job Fair is Tuesday, August 23^rd! Attending department personnel should plan to arrive and be set up prior to 9:15am. The Job Fair is open for students from 9:30am – 12:30pm. Reservation confirmations have been emailed to the contact listed on the Job Fair reservation form. If you have completed your hiring and will not need to attend please cancel your reservation. If your department would still like to attend, the deadline for a reservation is August 15^th. Reservations received after the 15^th will be placed on a wait list.

Tips to Expedite Paperwork for Student Employment

Inner-office Envelopes: Do not staple or tape the envelopes. Do not tap mailing directions over the front of the envelope.

PAF Home Department: include the Home Department name AND Home Department number.

Staples: Please staple the hiring paperwork together (ie: W4, PIF, PAF) with PAF on top.

APF – Additional Pay Form: Attach the APF behind the PAF (and any other hiring paperwork that is stapled to the PAF) by a paperclip so that the top of the APF is visible. 

            *This is the only time that paperclips should be used.

 Sort: Sort your mail by pay group (UBAs together, UM1s together, MM1 and MMB - Medical pay groups together)

Terminations: Separate terminations from New or Rehire PAFs. Helpful to have them stacked separate.

I-9: Please do not print out and send copies of the I-9 Express data. We do not need it.

Medical Pay Groups: Put your student paperwork into a separate inner-office envelope marked for STUDENT EMPLOYMENT. It must pass through this office prior to going to Medical Payroll for processing.

FWS Action Forms

FWS Action Forms (formerly called contracts) have been revised to mirror the PAF as much as possible. The FWS/AF will be emailed/mailed directly to the department this year. We are asking you not to send your student to the Job Fair or to Student Employment to pick up their FWS/AF. Departments should call us (3-4562) or email (workstudy@vanderbilt.edu) to request their student employee’s paperwork!

Start dates for FWS: FWS funding is available on 08/24/11. If a prior date is written on a contract the student will be hired as an Institutional Employee (IE) and then switched (Job code/Position change done) on the appropriate date. Please adhere to ALL paperwork deadlines. Those deadlines may be found on our website.

Transferring a Student Employee to Another Department

Do NOT do it! Please do not accept/request a student employee’s PAF Turnaround from another department. The prior hiring department should terminate the student and submit the PAF. The new hiring department should complete a rehire PAF.

Timesheet Delivery/Processing

FWS students working for the medical departments - should complete a green-backed timesheet. Follow the MBB pay cycle. Submit the timesheets to medical payroll with the rest of the department (including institutional paid students) timesheets.

FWS students working for the university departments – continue to send those timesheets to Student Employment, 2309 West End Ave.

Institutional student employees working for the university departments – continue to send those timesheets to the HR Payroll Office in the Baker Building, 9^th floor.

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.   

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.  Department personnel have access to this site to search for student employees. 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