HireADore Newsletter
April 2016
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National Student Employee Appreciation Week
Celebrate National Student Employee Appreciation Week (April 11th – April 15th ). 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. Click here for some ideas to celebrate your student employee.
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.
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Federal Work Study (FWS) End Dates
The end of Spring term is quickly approaching as well as the end of the 2015 - 2016 FWS funding. FWS end dates are as follows:
FWS will end on 04/30/16 for MBB
FWS will end on 05/01/16 for MM1
FWS will end on 05/21/16 for UBA
FWS will end on 06/01/16 for UM1
No additional paperwork is required. They will automatically be switched with the exception of monthly paperwork that contained a termination date.
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I-9's Process and Remote I-9's
Federal law requires that students complete the I-9 process either prior (preferred) or within three working days of their hire date. Identification needs to be the original. Copies are not accepted.
If the student does not have the proper identification, do not allow them to start work until this process has been completed. The new hire paperwork must be submitted prior or within the first week the student is hired with the correct start date.
If your student receives a Stop Working email, the student must stop working until their I-9 has been completed. Please do not allow the student to work until this has been done.
If you need the student to complete the I-9 process but they are out of town, they can complete the I-9 remotely. Please email Student Employment should you require the directions for this process.
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Before Your Student Leave Campus in May
Make sure all timesheets have been submitted and the student has been paid for all pay periods worked. Also check to ensure all paychecks have been received and cashed.
Make sure your student has paid back all overpayments prior to them leaving for Summer.
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Terminating Students
While we understand your student may be returning in the Fall, if they are not working in your department, they need to be terminated. You need to terminate the student's position the day after they have completed working in your department.
Concerned about them not having access to e-timesheet when they return? Once you have confirmed they are returning, make sure to send in the rehire paperwork late July/early August with the date they will be returning to work. The e-timesheet will be ready for them when they return.
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 are not working on campus for the Summer
Terminations my be done via ePAC or PAF Turnaround. This termination procedure would 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.
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Students Who Are Graduating in May
If your student is currently working in the Spring semester and is graduating in May, please make sure they are terminated by May 31st as a student employee. You must put in a termination via ePAC or by sending a PAF Turnaround to Student Employment.
If your student is working past May 31st, they must be terminated as a student per the instructions above and then hired through Vanderbilt Temporary Services (VTS). Student Employment does not do transfers for students. Students are not able to hold staff and student positions at the same time.
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FWS Evaluations
FWS evaluations were recently sent via email for all FWS student employees hired during the 2015 - 2016 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.
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Department Training
If you are a new administrator responsible for hiring students, you may setup a one on one appointment with Student Employment staff by emailing us a few dates/times available for you to visit our office.
April's Deadlines:
Paperwork due by 4pm
Paper timesheets due by 10am
VUMC Deadlines
Please refer to the Payroll Deadlines on the Human Resource website.
VU Deadlines
UM1 Paperwork Due: 04/18/16
UBA Paperwork Due: 03/23/16, 04/06/16, & 04/20/16
Paper Timesheets Due: 03/28/16, 04/11/16, & 04/25/16
****E-timesheets should be submitted the last day worked in the pay period to avoid delays in payroll.