With the start of a new academic semester, Human Resources would like to remind supervisors and recap preparers about important information regarding the student worker hiring process.
- Email CheckEmpStatus@usi.edu with your new hire student worker’s name and Banner ID number to verify if new hire paperwork is needed.
- Prepare students to complete all requirements before they visit Human Resources by sending them the 2023 Tax Packet for Student Workers, 2023 Tax Packet Highlighted Sample and Instructions for Form I-9 documents located on the O: Drive in the Human Resources Student Employment folder. Refer to the cover page of the tax packet document for more information about the I-9 documents and direct deposit requirements.
- Complete a Student Employment Notification (SEN) form for all new hires, employment changes, and terminations. Once all required signatures are acquired, send the completed form to Human Resources.
- Once the student has delivered their paperwork, completed all HR requirements, and HR has received a completed SEN form, you will receive a “Ready to Work” e-mail from Human Resources with an eligible hire date for your student. Do not allow your student worker to start prior to receiving this email.
- Refer to the Instructions for Hiring a Student Worker document for more detailed instructions.
- Incomplete SENs will be sent back to the department for corrections. Examples of commonly missing required information include: signatures, FOAP and pay grade/level.
- To check who is still active on your payroll as a student worker, review the recap sheet that you receive from Payroll. If the student worker is still listed on your recap sheet, you do not need to submit a new completed SEN form. If the student worker is not listed on your recap sheet, email CheckEmpStatus@usi.edu to verify the paperwork status and send a completed SEN form. If there are student workers on your recap sheet that are no longer working for you, please submit completed termination SEN forms with termination dates as close to their last work date as possible.
- Student workers can work a maximum of 20 hours (BETWEEN ALL JOBS ON CAMPUS) per week during academic semesters.
- Coordinate schedules with students and supervisors to maintain weekly hour guidelines.
- Students must complete the back of the timesheet to account for time worked. The daily total is to be recorded on the front of the timesheet.
- All timesheets must be signed and dated by both the student and the authorized supervisor verifying the hours recorded are correct.
- Please refer to the Calendar Year 2023 Student Payroll Schedule for pay period dates, timesheet and recap deadlines including holiday accelerated deadlines, and pay dates.
- Example timesheets have been posted on the O: Drive/Human Resources/Student Employment. If you have any questions about timesheets, please contact Payroll at 812-464-1988.
If you have any questions about the student worker hiring process, please contact Human Resources at 812-465-1815 or humanres@usi.edu.
