Skip to main content

July 2015 - HireADore Newsletter

VUMC Division

At this time, all students hired for the 2015 – 2016 academic year by the Medical Center should be hired through Student Employment. After the legal division of Vanderbilt University and VUMC has taken place, tentatively December 2015/January 2016, students will be hired through VUMC HR services.

Student Employment is working on an agreement that will allow students with Federal Work Study funds to gain employment at VUMC. Stay tuned for more information in December.

Virtual Fair for August

August 1st – August 31st will be the HireADore Online Student Employment Job Fair. Start posting your positions in HireADore soon. Students will be notified of the Job Fair later in July.

Federal Work Study

Federal Work Study will start effective in August, 2015. In order to hire , rehire , or switch a student employee from Institutional to Federal Work Study (FWS) a Federal Work Study Action Form must be completed .

The department will pay 55% of the student’s wage and FWS will pay 45% of the student’s wage. FWS Action Forms may be requested starting the week of July 27th by emailing Student Employment.

Department Guide

Student Employment needs your help!

The latest Department Guide is now available. PLEASE take time to read the information provided in this guide to see what has changed. In the directory, you are now able to click on the information you are looking for and it will take you to that page.

The guide was developed to instruct administrators on each of the processes required to hire and pay a student employee. If someone else in your department handles that responsibility, please provide them with the link to this instructional information. We need help from your department prior to paperwork or timesheets reaching Student Employment to help reduce the amount of time we have to spend on issues that could have been prevented. Time spent on issues delays processing and response times.

We need your departments help in the following ways:

Orientation for your student employees:

  1. New student employees must complete the I-9 prior to working. Instructions are in the Department Guide and on our website.
  2. Train your employee on the e-timesheet process and notify them of submission deadlines as well as who approves the timesheet.  
  3. After the student is hired (when they have access to e-timesheets) have them log into C2HR and complete the direct deposit steps.
  4. Inform the student where they should pick up their paycheck in your department prior to direct deposit (typically 3 weeks)
  5. New student employees must complete a W-4

Paperwork:

  1. Submit the correct hiring form (New Hire PAF, PAF Turnaround or FWS Action Form)
  2. Submit all hiring forms prior or within the first week of the student actually working
  3. Use the current W-4 form and attach it to the hiring PAF or FWS Action Form
  4. Complete the PAF or FWS Action Form in full with the information SE needs
  5. Use the correct format with the students name on the PAF’s. (correct format: Last name, First name, Middle Initial)
  6. Meet the deadline requirements
  7. Send the paperwork/student to the correct place
  8. Use the correct job code to the correct pay group
  9. Make sure everything is legible so that Student Employment is able to read

Timesheets:

  1. When submitting the paper timesheet, is it completed correctly?
  2. Does it have the pay period end date?
  3. Does it have the student’s legal name (correct format: Last name, First name, Middle Initial)
  4. Does it have the employee’s ID or full social security number, or Commodore ID?
  5. Is everything legible? Will Student Employment be able to read this timesheet?

If your new hire is an international student and has not obtained their Social Security Number you may submit the hiring paperwork with the student’s Commodore ID. Make sure they have completed their I-9 process prior to working.

If you believe the student may be eligible to receive Federal Work Study (FWS) you will need to hire the student into Institutional employment until the student’s eligibility for FWS funding is determined. Otherwise, do not start the student’s employment until you have confirmation they have FWS for the academic year.

If you are a new administrator responsible for hiring students, you may set up a one on one appointment with Student Employment staff by emailing us with a few dates/times available for your visit to our office.

Current Forms

Current Forms are located on our website under For Employers > Forms. Please note that the New Employee Information Form is no longer available. Students may complete this information via C2HR. Thank you for using the most current forms!

Direct Deposit

Please have your returning students log into C2HR as soon as possible to ensure their direct deposit is still active. Their direct deposit is inactivated if no pay activity has occurred for three months. The student will need to reactivate or update their direct deposit account.  

Pay Check Pickup

MBB and MM1 paychecks, both on-cycle and off-cycle, are still picked up at MCN from 8:30am on Fridays.

Beginning Friday, July 10, all university central paychecks, both on-cycle and off-cycle, should be picked up at the Payroll Office located in Suite 975 of the Baker Building. This impacts the following student employee pay groups:

  • UBA – University Bi-weekly
  • UM1 – University Monthly

Paycheck pickup will begin at 8 a.m. on the paycheck date. Any paychecks not picked up after three days will be placed in the U.S. Mail for postal delivery. 

We highly recommend departments pick up student checks so they are not mailed out to their permanent address. Also, have your students sign up for Direct Deposit to avoid paycheck issues.

Pay Rate Changes for Hourly Employees

Complete a PAF Turnaround or ePAC to revise a student’s pay rate. Changes for hourly paid students should be effective at the start of the week, Sunday. If you make a pay rate change effective in the middle of a week, it may pay the student at the prior pay rate. The system is not able to switch pay mid-week.

Deadlines

Departments must adhere to all paperwork and timesheet deadlines to avoid delays in payroll. Paperwork and timesheets that are received after the deadline will cause the student not to be paid until the next pay cycle. If the monthly deadline is missed, a Payment Correction Request form is required so the student may be paid on the following monthly payroll.

Emailing Student Employee Paperwork

Please do not email student employee paperwork to Student Employment. We require the original documents with authorized signatures. Please use the drop boxes listed in the Department Guide, campus mail, or deliver to it to our office.