January 2015 - HireADore Newsletter
Department Guide
The Student Employment Department Guide has been updated. This guide contains great information, such as:
- Process for Hiring Students
- How to complete all paperwork correctly
- Termination Process
- e-Timesheet Process
We recommend that departments read the guide. A quick guide, checklist, and hyperlinks as well as FAQs are in the guide to assist you with all student employment processes.
When completing hiring paperwork and timesheets, make sure to include the student’s “legal name” . Always use the format – last name, first name, plus middle initial. For example: Smith, John L. This format helps prevent mistakes and helps us find the right student!
Spring Semester Online Job Fair
Students are contacting Student Employment about on-campus positions. We refer them to the HireADore website. Do not forget to post your positions!!!
The Fall Student Employment Online Job Fair was a huge success! We surveyed the departments who participated in our July department training and the majority indicated that they would be hiring in the spring semester. It is perfect timing for transfer students, students returning from abroad, and other students to find employment. Marketing to students about the Online Job Fair takes place -
When: January 1st – January 31st, 2015
Where: Online at HireADore.com
How: Log onto your HireADore account and post all positions! Don’t have a HireADore account or unsure how to post your positions? Send us your job information and we will post it for you!
Why an Online Job Fair?
- More students can participate in the online Job Fair since both FWS and non-FWS jobs are advertised.
- Students will have access 24/7 to the Job Fair, allowing them to view openings.
- Employers will have the freedom to set up interviews with potential workers at their convenience.
Payroll Deadlines
The Payroll Deadlines for the next six months are now available on the SE website. Please print out and adhere to these deadlines to prevent delays in payroll.
Please note when paperwork is due in Student Employment. It is highly recommended that you allow time for a Dean/Budget Officer to sign the paperwork and get it to our office by the deadline. For more information please see page 15 of the Department Guide.
Orientation for Your Students
Many of you may be hiring/rehiring student employees. We ask that you take the time to familiarize your new and rehired students to your department. Include information regarding the HR policy and procedures set by Vanderbilt University, especially regarding submission of e-timesheets.
Student Employment offers a sample orientation packet that you may use for new and existing students. Email Student Employment if you would like it sent to you.
e-Timesheet Rounding Procedures
Student Employment and VU Payroll are still processing a large volume of paper timesheets even though students have access to e-Timesheet. It is highly recommended that students submit their e-Timesheet on the last shift of the pay period rather than waiting to the last minute. This will allow time for troubleshooting should there be any e-Timesheet issues.
Remember e-Timesheet and paper timesheets include the new rounding system. Some departments still have an old version of the paper timesheets with the old rounding system on the back. It is OK to use those timesheets; however you must still adhere to the new rounding system. Any timesheet received without the new rounding system will be returned to the supervisor to correct.
e-Timesheet Troubleshooting
Students should be able to access their e-Timesheet. If not, please contact Student Employment to verify the hiring paperwork was received and processed. If they are active in the payroll system then as your student to complete the following steps:
- Have the student try a different browser such as Internet Explorer (preferred) or Firefox.
- Have the student try to log in from a different computer.
- Have the student clear their cache.
If those steps do not resolve their access to e-Timesheet issue please contact Student Employment. Make sure you have the answers to the questions below prior to emailing Student Employment:
- What is the specific error message?
- What VUNET ID is the student using?
- Is the student’s name showing up twice in the University Global Address Contact List?
Please have the student complete a paper timesheet until the issue is resolved to avoid delays in payroll.
W-4’s
The new 2015 W-4 is posted on the Student Employment website. 2014 W-4’s (or older) will no longer be accepted. Please remove all copies of the Form W-4 (2014) or older version as they are now void. A W-4 “How to Complete” Guide is available to assist students.
Students that have selected Exempt in the 2014 tax year will be emailed in the New Year by VU HR/Payroll. They will be required to submit a new 2015 W-4. If they do not, they will be automatically defaulted to have the most amount of tax taken out. If the student is exempt they must complete only lines 1, 2, 3, 4, 7, and sign the form to validate it.
W-2’s
W-2’s will be mailed by January 30. If a student has not received a W-2 by early February, they are able to log onto C2HR to obtain the W-2 under the “Taxes” tab.
Student Employee Employment Verification/Background Checks
Student Employment does not perform employment verification or background checks for student employees. Please contact the Employee Service Center at 615.343.7000 or human.resources@vanderbilt.edu for employment and income verification of a current or past Vanderbilt University faculty or staff member, or student worker.
Contacting Student Employment
Student Employment is on Facebook! Like Us and encourage your student’s to Like Us. We post reminders on our page regarding timesheets, W-2’s, deadlines, etc.as well as jobs that are posted in HireADore. well,When contacting Student Employment, please either call the main line (615) 343-4562 from your phone/Lync phone, or email StudentEmployment@Vanderbilt.edu.