Skip to main content

Student Employment
  2. The HireADore Newsletter
  3. March 2015 - The HireADore Newslettter

March 2015 - HireADore Newsletter

National Student Employee Appreciation Week

Celebrate National Student Employee Appreciation Week (April 12th – April 18th ). It is a wonderful time to plan an event to show your appreciation for your student employee’s efforts on behalf of your department. There are many inexpensive, fun ways to celebrate. Here are just a few:

  • Purchase a gift card to a local restaurant - Starbucks is a good choice!
  • Throw a potluck lunch - students love home cooked food!
  • Put up a banner and/or balloons thanking your worker(s)!
  • Make a thank you card and have the department sign it!
  • Spring for a soda or other inexpensive treat.
  • Create certificates of appreciation.

Student employees appreciate knowing they are valued. This is the week to show them that their work is important to your department. Don’t forget to do something special for your graduating student workers! Please email us photos of your week. We love receiving them and will post them to our Facebook page.

Change In FWS End Dates

The end of the spring term is quickly approaching as well as the end of 2014 – 2015 FWS funding. To avoid paycheck issues for students paid through the FWS Program, the following will occur:

  • All FWS student employees will be automatically switched to Institutional (IE) funding on 05/24/15 for the UBA pay group and 05/17/15 for the MBB pay group.
  • All FWS student employees in UM1/MM1 monthly pay groups will be switched to IE funding effective 06/01/15, unless a termination date was indicated at the time of hire.
  • Departments are asked to submit a termination via ePAC or a PAF Turnaround after the student’s last pay has been processed if your student employee is not working over the summer.

ePAC

Great news for you! Students are now included in the population for ePAC transactions. You are now able to make the following changes for students using your ePAC access: 

  • 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

Thank you for processing these transactions for your student employee positions. Please let us know if you have questions. 

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 for our customers. ePAC deadlines have been added. If it is past the ePAC deadline, a PAF Turnaround is required.

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 so this deadline may be adhered to. For more information please see page 15 of the Department Guide.

Before Your Student Leaves Campus in May...

Make sure all timesheets have been submitted and the student has been paid for all pay periods worked. Or make sure your student has paid back all overpayments prior to them leaving for the summer.

Terminating Students

All students should be terminated over the summer if they are not working in your department during that time. You need to terminate the position the day after they have completed working in your department. If you are concerned about making sure they have access to e-timesheet when they return, make sure to send in the rehire paperwork late July/early August. This will allow time for e-timesheet to be ready for when the student returns.

The only time a student should be terminated is if:

  1. they are no longer working in your department
  2. they have graduated
  3. they are going abroad for a semester
  4. they have are not on campus for the summer

Many departments are not terminating student employees the day after their last day of employment. If a student is no longer working in your department, please terminate via ePAC (or submit a PAF Turnaround) terminating the student using the following procedure:

  1. If the student is not graduating, please use Termination/TMP as the Action/Reason.
  2. If the student is graduating, please use Termination/END as the Action/Reason on the PAF.
  3. Put the date after the students last day of employment.
  4. If the PAF is not pre-printed - add the current job code and your department’s mail drop.

No other information is required under “Employee – New Information”. This termination procedure should be adhered to all year. Failure to comply causes many issues such as payroll issues, incorrect reporting, ePAC, and auditing issues, just to name a few. We also ask departments do not to use future terminations on hourly students for the same reasons.

Summer Employment

Continuing students 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.

Student Pay Checks

Please remember if your student has not signed up for direct deposit via C2HR or the direct deposit form, authorized people from your department must pick them up from HR Express ( UBA ) or Medical Center North ( MBB ). Students are not authorized for security reasons.

If your department requests that the student has the check mailed to them, the check will be mailed to their permanent address. The majority of the time, this is out of state and in some cases an international address. Please do not tell a student to change their address to a local address so they can receive their check. It impacts their taxes and causes other issues.

FWS Evaluations

FWS evaluations were recently sent via email for all FWS student employees hired during the 2014 – 2015 academic year. Student evaluations are optional. They are a tool that can benefit your student as they move on or return to your department. Please complete and return to our office.

If you do not receive an evaluation form and would like one sent to you for your FWS student employee, please email StudentEmployment@Vanderbilt.edu. However, please check with your department first. They will be sent to the person listed as the main contact on our mail list.

If the student is no longer in your department they are not required to sign the form.

Post Positions Online

Please post your open summer student positions online to the VU job bank, HireADore. Student Employment receives calls, emails, and walk-ins every day from students looking for employment on campus. Our office refers all students to HireADore.

Don’t have time to post your position? Shoot us an email and we will post it for you!