January 2013 - The Buzz Newsletter
Newsletter for VU Campus Employers
Final I-9 Process for Students
Over the past year many students were asked to complete yet another I-9. This was a result of a break in their employment (termination). Students who were terminated from a position and “rehired” into the same or another position were required to be re-certified in order for Vanderbilt to be in compliance with federal e-Verify regulations.
Vanderbilt has begun a new process to prevent the redundancy of re-certifying an I-9 for students who terminate positions. Student Employment will be transferring students into a SE Temp Department and then placing the student into a Leave of Absence status. This should eliminate the break in employment scenario that causes the re-certification requirement of the I-9 for students. Departments will receive a Turnaround for this action. NOTE: the Action will be Leave of Absence.
When a student is then “rehired” they will be transferred from the SE Temp Department into the hiring Home Department.
Please let us know if you have any questions and as always, thank you for your assistance with this process.
Student's I-9 Steps...
Students who are hired into a new position must complete an I-9 IF they have not done so in the past. Employers or the student should email firstname.lastname@example.org with the Subject: I-9 Request. Include the student’s name and student’s email address. The student will receive an email from VUAssure prompting the student to log on and complete Section 1.
Then the student should report to one of the I-9 Document Verification Sites where they will show their accepted documents.
I-9 Document Verification Sites:
Student Employment – 2309 West End Ave. (Undergraduate Admissions Building)
HR Express – 2525 West End Ave. (International students must report here)
FWS 70% - Department 30%
Vanderbilt University receives a Federal Work Study (FWS) allocation from the US Department of Education each year. The 2012-2013 allocation was significantly reduced from last year. As a result the cost share/split was changed. The FWS program will supplement 70% of the student’s wages and the department will be responsible for 30%. Once the student has exhausted their FWS award, a position change will automatically occur and the department will be responsible for 100%. The department and student will be notified by Student Employment.
There are circumstances when a student will have their FWS award cancelled. This is a result of other need-based financial aid received and/or required verification revisions are completed making the student ineligible for the FWS need-based financial aid.
International Student Employees
When hiring New Hire International Student Employees, please put on the New Hire PAF under comments "International Student” and send the PAF to Student Employment .
International students should report to the following:
- ISSS – in regards to a Social Security Card
- 2525 HR 5th floor – in regards to completing their W-4
- 2525 HR Express – in regards to completing their I-9
Timesheet Processing Issues
Please do not approve an e-timesheet if you know a paper timesheet has been submitted for that pay period for the student. Please reject the e-timesheet. We have had to contact several departments who have submitted a timesheet and an e-timesheet for the same pay period and the hours don’t match. All FWS timesheets come to Student Employment. All handwritten Institutional timesheets comes to Student Employment.
A large number of departments are submitting paperwork with a center number that has been approved by a budget officer and then writing a completely different center number on the timesheet. You can change a center number by ePac or via a PAF. Please ensure that in the future the center matches what is on the turnaround PAF for each student.
Welcome - Student Employment Staff
Student Employment is happy to announce Megan Norfleet as the Student Employment Assistant. She will be assisting Tracey Jackson, Student Employment Coordinator, with all data entry and timesheet processing. Libby Crew, Data Coordinator, is our I-9 specialist as well as in-take coordinator. Karen Hauser continues to be Student Employment Supervisor. Any of us can be reached by email: email@example.com.
Post Positions on Hire-A-Dore!
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, StudentEmployment@vanderbilt.edu and we will post it for you.