This procedure is for all University students who are paid out of departmental budgets. This is NOT the process used to employ work study students. Section V, B outlines the work study procedure.
All students who are employed by the University must have a W-4, I-9, and Direct Deposit Forms completed in the hiring department except International Students see Section IV, E. All forms must be received from the department and the student hired before the clearance process begins. Do not allow the student to work until you receive approval from Student Employment Services via e-mail.
Federal regulations require valid social security numbers for payroll reporting.
If the student is eligible for clearance, the submitter of the form, the student , and the department head will be notified bye-mail, usually within a three (3) working day period but it can be longer during peak periods which occur at the beginning of each semester. It may take longer for the clearance of international students due to extra processing steps. A student must be cleared for a particular department only ONCE as long as the student remains employed in that department. Only budget changes or pay rate changes require new clearance forms for current employees.
If a student is not eligible to be cleared, the submitter of the clearance form and the student will be notified by e-mail of problems.
This report is not available at this time. Student should still be monitored.
The 1000 Hour Report is distributed each month after payroll has been completed. It will provide information on each student's reported accumulating hours in the department. The report will also show the sum of total accumulated hours reported by the student throughout campus. The student earnings report dollar amount will not match the 1000 Hour Report. For more information about the 1000 hour policy, see Section VIII, A.
Students are awarded work study through the Financial Aid Office for Fall/Spring (Academic year) or Summer. Students will be notified of award eligibility by accessing My Missouri State under the Profile tab https://my.missouristate.edu/
Academic year awards expire on Spring Commencement day and Summer awards on Summer Commencement Day.
Work study contracts/requests are mailed to all departments and off-campus agencies twice a year: Once before the academic year (Fall/Spring) and once before the Summer Semester. These contract/requests must be completed, signed, and returned to Student Employment before any work study students can be assigned. Contracts should be completed as thoroughly as possible, so that work study students may be placed appropriately.
In addition to meeting the eligibility requirements in Section III, work study students must:
Termination Forms are on line at https://www.missouristate.edu/secure/studentemp/studentclearanceform/terminationform.asp
If the student desires, work study awards may be divided between more than one department. A new work study employment referral must be submitted for each employment site.
Students having a valid reason to change departments (i.e. schedule changes) should access the online Job System to select another position and complete a new work study referral form with the Financial Aid Technician for Work Study at Student Employment Services.
Work study pay rates must comply with the Student Pay Categories described in this manual. Budget paid students and work study students must be paid the same rate of pay if they are performing the same job duties.
Departments should carefully monitor work study earnings to ensure the student does not exceed the work study award. A follow up notification is sent to departments when a student has only 18% of their award left. The Financial Aid Technician for Work Study will determine if a student has unmet financial need and the original work study award can be increased as long as work study funds remain. The department will be notified by letter of the additional amount. Students will be able to monitor their work study awards on My Information.
If the award cannot be increased, the student must either be changed to departmental budget by means of the online clearance form or must stop working. Departments will be held liable for any wages incurred after the work study award is depleted.
A minor responsibility of the student employee's supervisor is to ensure that student employee payroll information is complete, accurate, and submitted to the Payroll Office in a timely manner. The supervisor should become thoroughly familiar with the payroll procedures and deadlines.
The annual student payroll schedule is available on the web at http://experts.missouristate.edu/display/bhrpayroll/Payroll+Calendars.We strongly suggest that it be printed and displayed where students can see it.
Time is recorded via Banner. Time can be entered into banner by the student employee or by the department. For more information about time entry visit http://experts.missouristate.edu/display/bhrpayroll/Human+Resources+and+Payroll+Training
Minutes should be recorded in the following manner:
|0 - 7||.00|
|8 - 22||.25|
|23 - 37||.50|
|38 - 52||.75|
|53 - 59||.00 + 1 hour|
See Section IV for International Students
Paid breaks are optional when student work less than a 4-hour block of time and should be only 15 minutes in duration. Breaks are not used to report late or leave early. Students should take a meal break of at least 30 minutes if they work more than six (6) consecutive hours. All meal breaks are unpaid.