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June 2015 - HireADore Newsletter

Stay tuned…………

Student Employment has received questions related to the VUMC division.  Discussions are taking place regarding the new process needed for VUMC student employment. At this time it is business as usual. There will be no change in our staff or duties.  Stay tuned….

Survey Says.........

Student Employment sent out a brief survey to the VU and VUMC hiring departments. Thank you to 122 people who responded. We appreciate your feedback.

The students were also surveyed in April. 756 student employees responded to the survey with great feedback -

  • There was an increase in Departments training and holding orientation for their student employees
  • 91% of the students stated they were trained adequately
  • 87% of the students stated that their employment at Vanderbilt University prepared them for the skills required in the workplace.

Department Training

Based on the department survey results, we will not be holding our annual one hour training sessions. All the information required for hiring student employees may be found in the Department Guide located on our Website.

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.

ePAC

If you are unable to make the changes listed below in ePAC, please submit a Turnaround PAF.

  •  Terminations
  • Earnings Distribution Changes (EDC)
  • Retroactive Distribution Changes (RDC)
  • Effort Certification
  • Position transfers within the same home department
  • Position Changes (as long as in the same department)
  • Job Code Changes
  • Pay Rate Changes (excluding Annual Increases)
  • Kronos Class Changes
  • Position Inactivation (vacant positions)
  • Standard Shift Changes
  • Mail Drop Changes
  • Reports to Position Changes
  • Standard Hour Changes

Student Employee Paperwork

Student employee paperwork should be submitted prior to or within the first week of the student employee’s hire date. Students, like staff, must complete the required documents for hire (W-2 and I-9) and/or be in the payroll system to complete their timesheets.  All students must be paid for the hours worked! 

Do not allow your student to begin working if the student has not completed the I-9 – Your student will be terminated within three days of the hire date if this requirement is not met.

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.

 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.

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.

Summer Employment

Students continuing enrollment in the fall 2015 may work up to 40 hours per week during the summer months, all active positions combined. Students should not work overtime if they have multiple positions. Please check with your student employee on the number of positions employed over the summer so that your department is not subject to paying for overtime wages.

Students should continue to work in student Job Codes. Students not enrolled at least half time during the summer are subject to FRINGE charges. The department will be responsible for the fringe match.