The purpose of this manual is to define the rules and regulations of the student employment program at Missouri State University and to provide information on student employee's conduct in a working environment. It is important for student employees to be willing to make every effort to apply the instructions and training given by their supervisors. The University offers the student two work opportunities:
- On-campus General Student Employment - No financial aid eligibility requirement.
- Federal Work Study Program (FWS) – Eligibility for financial assistance has been determined.
The Office of Student Employment has been established to provide services for students and to assist them in furthering their educational goals and careers. We believe that work provides you with educational experiences, opportunities for personal growth, career development, and skills training. We believe that work enhances the total educational program through the learning of responsibilities, attitudes, and processes associated with employment. The Office of Student Employment is a referral service to the students and Springfield community. We do not screen employers or interview employees.
A student employee is a part-time hourly employee who is concurrently enrolled at Missouri State University with the primary goal of achieving a degree and therefore, must be degree seeking. Thus, the employment is interim or temporary in nature and is incidental to the pursuit of an academic program.
Students may not perform any work or subsequently be paid for work performed before all steps in the hiring process have been completed.
In order for a student to qualify for Student Employment, the following criteria must be met:
- During the regular school year students must be enrolled in at least six (6) credit hours for the semester in which they are employed.
EXCEPTION: Students enrolled in only the number of credit hours required to graduate can be considered half-time students if they are in their last semester of course work. These students would be eligible for student employment with written verification from either the degree check office or the graduate office that their reduced course load will complete graduation requirements. This exemption would be applicable for one semester and applies only to continued employment from the previous semester.
- For summer, the student must be enrolled for three (3) credit hours. Students not enrolled in summer classes must have been enrolled for at least six (6) credit hours in the spring and pre-registered for at least six (6) credit hours for the upcoming fall semester. International undergraduate student employees must be pre-registered for at least 12 credit hours. International graduate student employees must be pre-registered in at least nine (9) credit hours.
EXCEPTION: In order to work during the summer, work-study students must be awarded summer work-study through Financial Aid and be enrolled in a minimum of three (3) credit hours.
International students who meet Missouri State enrollment requirements but do not meet U.S. Citizenship and Immigration Services (USCIS) full-time enrollment requirements must have a letter from the Designated School Official in the International Services office certifying their eligibility to work. Note: International students from Thailand, Indonesia, Malaysia, Philippines, or South Korea who were in the United States in student status on or prior to June 10, 1998 may be eligible to carry less than full-time status. These students should obtain the Designated School Official's approval signature for their I-20 PRIOR to their interview with the International Payroll Specialist.
- To work between semesters, a student employee must be pre-registered for the upcoming semester and have been enrolled for the previous semester.
- Students new to the University may begin working the semester they start classes. Those students not eligible for student employment in a given semester may not begin in a student position until the day after graduation of the current semester if they are registered for the upcoming semester. Student employees must continue to be enrolled for the appropriate number of credit hours in order to be eligible for continuation of employment in a student position.
Student employees who drop below the applicable minimum semester hours of enrollment, withdraw or are suspended are not eligible to work. If the employing department wishes to continue such a person as an employee in a staff position, the department may do so in accordance with the Staff Employee Handbook. In most cases, this is a temporary staff position cleared through Human Resources.
- A student employee who is not returning to the University the following semester must terminate employment by the LAST DAY OF FINALS.
- All student employees must be degree seeking.
- Students on academic probation (GPA less than 2.00) or suspension cannot be employed unless an appeal for an exception is approved by Student Employment. Appeal forms can be obtained at the Office of Student Employment. Work study students on academic probation must appeal through the Financial Aid Office.
- International Students see Section VIII for additional work eligibility requirements.
- Student athletes, whether receiving a scholarship or not, must complete required NCAA paperwork in the Athletic Compliance Office PRIOR to beginning any employment.
Note: Eligibility requirements for student employment are separate from criteria required for Social Security tax-exempt status. See Section VI.
Students desiring to work on campus should first determine if they are eligible to participate in either the Federal Work Study Program or general student employment according to the preceding student employment criteria. Students eligible for general employment need to contact Student Employment Services located in 113 Blair Shannon, 836-5627, to view and receive referrals for available on-campus positions. Current positions may also be viewed at www.missouristate.edu/studentemp. See Section VII. B. for Federal Work Study.
International students are required to have their employment eligibility verified prior to completing the I-9 and appropriate tax documents and prior to the beginning of each additional job. The International Student Temporary on Campus Employment Verification form can be obtained in the Payroll Office. International students have the responsibility to inform the hiring department if they are also working for any of the on-campus vendors, such as University food service or any Plaster Student Union food services.
- Student Employment Clearance
Departments are responsible for submitting a Student Clearance Form to Student Employment Services to hire a student. This form allows student employees to be placed on the payroll system. New student employees are required to complete the W-4, I-9, and Direct Deposit forms. These forms are available in the hiring department and must be completed before working. Students should be prepared to complete the I-9 form by bringing their proper identification and proof of eligibility to work. No faxes or copies of these documents will be accepted. A current voided blank check must accompany the Direct Deposit Form.
Students must have a valid Social Security number. Numbers that begin with "899" or "900" are not valid for employment purposes. Federal regulations require valid social security numbers for payroll reporting. Students must apply for a valid Social Security number either with the Office of International Students if an international student, or the Social Security Administration if a domestic student.
New International students must contact the International Payroll Specialist via the InternationalPayroll@missouristate.edu email address to obtain a username and password for the online Foreign National Information System form. This information is used for determining the appropriate tax status for the foreign national student. Once the form has been completed and submitted, the student will need to schedule an appointment with the International Payroll Specialist located in the Payroll Office in order to complete the W-4, I-9, and Direct Deposit forms.
- Federal Work Study
Federal Work Study (FWS) is not like a grant or loan where you receive the money in a lump sum. It is a regular job where you work then get paid for the hours that you worked in that pay period.
Students are awarded work study through the Financial Aid Office for Fall/Spring (Academic year) or Summer. Students will be notified of award eligibility and will have access to a work study Information Form through My Missouri State.
The work study Information Form must be completed and brought (Blair-Shannon 113) or mailed to Student Employment Services at 901 S. National, Springfield, MO 65897. Awards expire at the end of each semester on the last day of finals.
New work-study students must make an appointment with the Financial Aid Technician for Work Study in the Student Employment Services to be placed in a department to work. At this appointment, the student is made aware of available jobs on and off campus in his/her field of interest. Upon selecting a department, a referral form is filled out for the student to take to the department of choice and a contact person is identified so an interview can be held. The student may elect to accept or decline the position if offered by the department. This must be indicated on the referral form, signed and returned to Student Employment.
New work study students must complete W-4, I-9, and Direct Deposit forms available in the hiring department.
Students returning to the same department must request a renewal work study referral directly from the Financial Aid Technician for Work Study. After the department and student sign the form it must be returned to the Student Employment Office. The student may begin work at that time.
After completion of the referral form and I-9/W4 if necessary, a copy of the referral will be sent to the department within three working days, longer during peak periods, which occur at the beginning of each new semester.
If the student desires, work study awards may be divided between more than one department. Another appointment and referral must be submitted for each referral/employment site.
Students having a valid reason to change departments (example: schedule changes) must make an appointment with the Financial Aid Technician for Work Study to select another department and complete another referral form.
The work study referral expires on Spring commencement day for the academic year (Fall/Spring), Fall commencement day for Fall graduates, and on Summer commencement day for summer work study.
International students are not eligible for the Federal Work Study program.
- Time Records
Time entry is done via my.missouristate. Click here for instructions on student banner time entry.
Minutes should be recorded in the following manner:
|MINUTES ||QUARTER HOUR
|0 - 7
|8 - 22
|23 - 37
|38 - 52
|53 - 59
||.00 + 1 hour
The University workweek begins 12:01 AM Monday and ends at 12:00 Midnight Sunday.
Payment for Work
Student employees are paid once a month and receive hourly wages according to the classification of their positions. Paydays are based on the published schedule on the web site http://experts.missouristate.edu/display/bhrpayroll/Payroll+Calendars. Pay periods begin at 12:01 AM Monday and end at 12:00 Midnight the following Sunday. Payment will be direct deposited.
Payroll Earnings Statements are available on-line at:
My Missouri State, http://my.missouristate.edu/ under the Work Resources tab, Banner Self-Service folder, Employee folder, Pay Information folder. Students may print copies of their Earnings Statement for their records.
All wages paid to a student employee by the University, including those earned through the Federal Work Study Program, are subject to federal and state income taxes. Questions on exemptions or withholding for taxes may be directed to the Payroll Office.
Student employees may be eligible to receive raises at the discretion of the employing department. Raises will begin on the first day of a new upcoming pay period.
At the end of the calendar year, each employee receives a Wage and Tax Statement, the W-2 Form and/or 1042s Form for certain international employees. The forms are mailed to the address recorded under My.MissouriState.edu, Profile tab, Address. A change of address or name change in Records does not affect the 042s address and should be changed by the International Payroll Accountant. If the W-2 form has not been received by the first week in February, the student should contact the Payroll Office.
Any student claiming exempt must renew that status by December 31 of each year in order to maintain the status, by filling out a new W-4 in the Student Employment Services. Students who fail to complete the new W-4 will have taxes withheld at the highest rate as required by the IRS and Missouri Department of Revenue.
International students whose tax status is non-resident alien cannot claim exempt.
E. Direct Deposit
All new direct deposits can be put on at any time. Changes can be made in the Payroll Office, Carrington 119, or through My.MissouriState.edu, Profile tab from one day after a payday through one week before the next payday. If a direct deposit change is turned in too late, it will be held until the following pay period is open for changes. All changes are due no later than one week before payday and subject to individual bank processing schedule.
Direct deposit changes made in Financial Aid will not affect direct deposit information for payroll. A separate form will need to be completed with the Payroll Office.
WHEN MAKING CHANGES TO YOUR DIRECT DEPOSIT, PLEASE VERIFY the changes on your account(s) before you rely on them, and do not close your old account until the new account has received your new deposit. This could catch any mistakes made and keep you from having overdraft charges on your checking account.
International students who plan to leave the United States prior to receiving their last pay should notify the International Payroll Specialist, and are encouraged to keep their bank accounts open. There will be no special pay arrangements to receive pay before leaving the country.
F. Break and Meal Times
Paid breaks are optional when students work 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.
The training process can vary from a very informal get together with the supervisor on the first working day to an elaborate program consisting of training workshops or classes. Students should look at every working day as an opportunity to learn and to develop characteristics of good judgment, dependability, initiative and responsibility. On the first day of work, the supervisor and the student worker should review the student's responsibilities and hours. At this time, the student may be introduced to the people she/he will be working with. The student should listen carefully and ask questions as necessary to understand his/her responsibilities and the department's policies and procedures. If they are not provided, the student should ask for the names and positions of the department's staff and find out about working conditions such as how, and to whom, absences or tardiness should be reported. It would be a good idea to make a note of the supervisor's name and phone extension. The students should provide their supervisors with their own phone number and their schedule of classes.
International students are subject to domestic student requirements as well as U.S. Citizenship and Immigration Services (USCIS) regulations. Per USCIS the primary purpose of a student visa status is to attend school. Employment in general is restricted. However, international students possessing an F-1 or J-1 visa may be employed through Student Employment, although they are subject to certain regulations, procedures and restrictions per immigration law. These should be followed not only to ensure students do not violate their status as a legal alien, but also, to ensure the university is not responsible for employing an illegal alien. Additionally, an international student cannot displace a U.S. citizen or permanent resident. To "displace a U.S. citizen or resident" means that an on-campus employer cannot remove a U.S. student employee in order to hire a foreign student employee.
- International students must maintain their immigration status in order to work on campus. This includes carrying a full-time course of study during the academic year, keeping their passport valid, unless exempt from the passport requirement (i.e. Canada), keeping immigration status documents such as I-20 or DS-2019 current and limiting work to no more than 20 hours a week.
- Undergraduate students are required to maintain a minimum of 12 credit hours. Graduate students are required to maintain a minimum of nine (9) credit hours or six (6) credit hours for those students holding teaching or research assistantships. International students are not required to attend summer sessions.
However, in order to work during summer they must have been enrolled for at least 12 credit hours in the previous spring and be pre-registered for at least 12 credit hours for the upcoming fall semester. International graduate student employees must have been enrolled for at least nine (9) credit hours in the previous spring and be pre-registered in at least nine (9) credit hours in the upcoming fall semester.
Students from tax treaty countries will lose treaty benefits if they are enrolled in less than full-time status or do not remain enrolled in full-time status subject to the language of the Student Article of the respective tax treaty.
- International students who meet Missouri State University enrollment requirements, but do not meet (USCIS) full-time enrollment requirements, must have proper authorization from the Designated School Official (DSO) in the International Services office approving the under enrolled status for the purposes of USCIS. Note: International students from Thailand, Indonesia, Malaysia, Philippines, or South Korea who were in the United States in student status on or prior to June 10, 1998 may be eligible to carry less than full-time status. These students should obtain the Designated School Official's approval signature for his/her I-20 PRIOR to his/her interview with the International Payroll Specialist.
- For summer, international students must be pre-registered in full-time status for the upcoming Fall semester.
- Valid passports are a requirement for maintaining immigration status. Since, Missouri State University requires international students to be maintaining status as an eligibility requirement for on campus work through Student Employment, international students will be required to keep their passports valid at all times. If a passport needs to be mailed to an embassy for renewal, the student should mail it registered mail with a return receipt requested. The receipt can be used as verification that the passport renewal is in process.
- F-1 and J-1 students are generally authorized to work for the "duration of their status". The duration of an F-1 student's status is determined by the expiration date of the I-20 or the end of the student's studies, whichever is the earliest date. J-1 students are given permission to work by the Program Sponsor (see section B below) and are authorized to work until the date specified by the Responsible Officer. This date generally matches the end date of the DS-2019, which also determines the duration of the J-1 student's status.
Since the I-20 and the DS-2019 documents verify student status and generally shows work authorization, these documents must be kept current. The I-20 is updated and extended through the International Services Office and the DS-2019 document is updated and extended through the Program Sponsor. Any student working with an expired I-20 or DS-2019 document jeopardizes their status and the student is no longer authorized for employment. Until a new form is on file in the Payroll Office, the student will be removed from payroll.
- International students can work up to a total of 20 hours per week university-wide while school is in session and full-time during school breaks and vacations, including summer. Working more than 20 hours a week while school is in session jeopardizes the student's status. Students who have worked more than 20 hour a week will be removed from payroll until the Designated School Official or Responsible Officer has notified the Payroll Office that the situation has been addressed.
It will be the student's responsibility to inform the hiring department or any of the on-campus vendors, such as University or Plaster Student Union food services.
Note: International students from Thailand, Indonesia, Malaysia, Philippines, or South Korea who were in the United States in student status on or prior to June 10, 1998 may be eligible to work more than 20 hours a week. These students should obtain the Designated School Official's approval signature for his/her I-20 PRIOR to his/her interview with the International Payroll Specialist.
Both the student and Missouri State University can be subject to penalties associated with international students working who are in violation of status. Any student who is in violation of status is therefore ineligible to work until the situation has been addressed. International students who deviate from any of the above requirements will be expected to address the situation through the Designated School Official or Responsible Officer in the International Services Office.
- International students in J-1 exchange visitor status must obtain written authorization for employment. The Responsible Officer of the exchange visitor program sponsor grants permission to work. If Missouri State University is the sponsor, permission to work is granted through the International Services Office.
- International students must have a valid Social Security number (SSN). Numbers beginning with "899" or "900" are not valid for employment purposes. Students who do not have a valid SSN must apply for a Social Security card. This application is available in the Office of International Services and the Payroll Department.
- International students should not attempt to apply in person at the Social Security Office. The application should be turned in to the International Services Office with copies of their passport, visa, I-94 and I-20 or DS-2019. An international student's University records and BearPass Card are required to be changed to reflect their social security number prior to working.
- New international students are required to meet with the International Payroll Specialist in the Payroll Office prior to the beginning of his/her employment as part of the Student Employment Clearance Process. International students previously cleared for another department do not need to meet with the International Payroll Specialist.
- Contact the International Payroll Specialist at InternationalPayroll@missouristate.edu to obtain a username and password for the on-line information form and receive a copy of the I-9 form. The on-line information form is used for determining the international student's tax status.
- When the student has completed the on-line information form and I-9, and appointment will be scheduled to meet with the International Payroll Specialist.
- The student should be prepared to bring to his/her appointment: passport, I-20 or DS-2019 with sponsor's employment authorization letter, I-94, social security card and any other pertinent immigration documentation.
- The W-4, Direct Deposit Form and any other tax documents will be completed during the interview with the International Payroll Specialist.
- Payroll/Taxation Issues
- International students who plan to leave the United States prior to receiving his/her last pay should notify the International Payroll Specialist or Payroll Manager in the Payroll Office, and must keep their bank accounts open. There will be no special pay arrangements to receive pay before leaving the country. In most cases this will apply to international students who are in the foreign exchange program and are in the U.S. for only a semester or two. Administrators may want to work with the student in terms of scheduling in the event that it would not be feasible for the student to leave his/her bank account open.
- International students should see the International Payroll Specialist for any changes to the W-4 address. Most international students have a different tax status than a U.S. citizen which dictates the appropriate way to complete the form. Completing a new W-4 with changes in the Payroll Office will help ensure that the form is correctly completed.
- International students whose tax status is Non-Resident Alien is not allowed to claim exempt on their W-4.
- International students are generally exempt from social security depending upon their tax status. Resident Aliens will be subject to the domestic student rule as stated in the Social Security tax section. Any international student NOT in F-1, J-1, Q-1 or M-1 visa status will be subject to the domestic student rule.
- International students are not eligible for the federal work study program.
This grievance procedure is designed to address complaints and disputes between student employees and the departments in which they work, including working relationships, working conditions, employment practices or differences in interpretation of policies. Student employees who believe they have a legitimate grievance may undertake the following procedure in order to rectify the matter.
- STEP 1 - Immediate Supervisor
Discussion of the problem with the immediate supervisor is encouraged as a first step with the objective of resolving the matter informally. The majority of disputes, complaints, or misunderstandings can be resolved at this point. Student employees should bring their grievances to the attention of the supervisor in a timely manner in order to resolve them as quickly as possible. Generally, in order for a grievance to be timely, it must be presented within ten (10) business days of occurrence. There may be situations that student employees feel cannot be discussed with their immediate supervisor. In these instances, student employees are encouraged to request a meeting with their Department Head or Administrator.
- STEP 2 - Appeal to the Department Head or Major Administrator
If the problem is not resolved within a short period of time after discussion with the supervisor, then the student employee may formalize the grievance in writing and present it to the Department Head or Administrator. The student employee should file the written grievance within ten (10) business days after presentation of the grievance to the supervisor, if resolution has not occurred within that time period. In an effort to resolve the problem, the Department Head or Administrator will consider the facts, conduct an investigation, and may give the student employee the opportunity to present the case orally. The Department Head or administrator may affirm, reverse or modify the supervisor's decision, and will notify the student employee of the decision in writing within ten (10) business days after receiving the appeal.
- STEP 3 - Appeal to the Vice President
If a student employee is not satisfied with the decision of the Department Head or administrator, he/she may appeal to the appropriate Vice-President within five (5) business days after receiving that decision. The appeal will be in writing and will include all of the information included in the initial grievance and subsequent appeals, all the decisions related thereto, and any other pertinent information the student employee may wish to submit. The appeal will be signed and dated. The Vice President will investigate the grievance and will give the student employee the right to present the case orally. The Vice President has the option of appointing a three-member panel from the University community to also hear the case and review the actions to ensure that University procedures have been followed and due process afforded to the student employee. The Vice President may affirm, reverse, or modify the previous decision in writing within ten (10) business days after receiving the appeal.
- STEP 4 - Appeal to the President
If a student employee is not satisfied with the decision rendered at Step 3 of the grievance procedure, he/she may appeal to the President within five (5) business days after receiving that decision. The appeal will be in writing, and will include all of the information included in the initial grievance and subsequent appeals, all decisions related thereto, and any other pertinent information the student employee may wish to submit. The appeal will be signed and dated.
The President will initiate an investigation into the matter and may give the student employee the right to present his/her case orally. The President may affirm, reverse, or modify the previous decision and will, within a reasonable time, notify the employee of the decision in writing.