1. Introduction
2. Student Employment Philosophy
3. Student Employee Definition
4. Eligibility for Student Employment
5. Applying for On-Campus Employment
6. Policy Guidelines for Student Employment
   1. Allowable Work Hours
   2. Overtime
   3. Social Security Tax
   4. Conditions of Employment
   5. On-the-Job Injuries
   6. Non Discrimination Policy
   7. Prohibition of Sexual Harassment
   8. Drug Free Work Place
   9. Alcohol/Drug Abuse Policy
   10. Tobacco Policy
7. Administering and Processing Student Employment
   1. Student Employment Clearance
   2. Federal Work Study
   3. Time Records
   4. ZipCard
   5. Payment for Work
   6. Direct Deposit
   7. Break and Meal Times
   8. Training
8. International Students
9. Student Employee Rights and Responsibilities
   1. Attendance
   2. Appearance
   3. Attitude and Job Performance
   4. Public Relations
   5. Telephone Calls and Visitors
   6. Telephone Etiquette
   7. Confidentiality
   8. Equipment and Supplies
   9. Termination
10. Progressive Disciplinary Action
11. Grievance Procedures

I.   INTRODUCTION

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:

1. On-campus General Student Employment - No financial aid eligibility requirement.
2. Federal Work Study Program (FWS) – Eligibility for financial assistance has been determined.

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II.  STUDENT EMPLOYMENT PHILOSOPHY

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.

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III. STUDENT EMPLOYEE DEFINITION

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.

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IV.  ELIGIBILITY FOR STUDENT EMPLOYMENT

In order for a student to qualify for Student Employment, the following criteria must be met:

1. 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.
2. 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 Student 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.
3. To work between semesters, a student employee must be pre-registered for the upcoming semester and have been enrolled for the previous semester.
4. 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.
5. A student employee who is not returning to the University the following semester must terminate employment by the LAST DAY OF FINALS.
6. All student employees must be degree seeking.
7. 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.
8. International Students see Section VIII for additional work eligibility requirements.
9. 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.

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V.   APPLYING FOR ON CAMPUS EMPLOYMENT

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.

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VI.  POLICY GUIDELINES FOR STUDENT EMPLOYMENT

A. ALLOWABLE WORK HOURS

Although the University does not limit the number of hours a student may work on campus in a given week, students may not be employed in a position which normally requires 1,000 hours or more per year. Generally speaking, student workers should be limited to 20 hours per week so that the requirements for the position are expected to be less than 1,000 hours per year.

Students may work at multiple departments concurrently in a twelve-month period. However, all employing departments must monitor total hours worked, so that the student does not exceed the 1,000 hour limit, unless summer work is involved for another department. Students who work less than 1,000 hours in a position in one department during the academic year and subsequently take a position in a different department for the summer will not be subject to the 1,000 hour time limit if the positions are not concurrent.

Hours worked in this linear format (one after the other in separate departments) can be viewed as two separate positions if the expectation is that neither position would be 1,000 hour employment opportunity. For example, if a student worked for 800 hours during the academic year (20 hours per week for forty weeks) at Computer Services, that student would be allowed to work full time for 12 weeks (480 hours) in a department other than Computer Services during the summer. However, if that student worked all of these hours at Computer Services then the department would be in violation. No department may hire a student thinking that if they keep them through the year they will be able to exceed 1,000 hours.

Per USCIS regulations 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 can cause the student to be in violation of status and may require the student to apply for reinstatement of status. Any international student found to be working more than 20 hours will be required to see the Designated School Official in the International Student Services office before being allowed to continue working. Both the student and Missouri State University can be subject to penalties associated with international students working who are in violation of their status. For further policies concerning international students, please refer to Section VIII of this manual.

Note:  International students from Thailand, Indonesia, Malaysia, Philippines, or South Korea who were in the U.S. 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 their I-20 PRIOR to working more than 20 hours a week.

B. OVERTIME

Overtime is defined as work in excess of 40 hours per week. Student employees may work a maximum of 40 hours per week during school breaks and vacations, including summer. If a student employee works over 40 hours in a week, the student employee must be compensated at the rate of one and one-half times the regular rate of pay for the hours over 40. At Missouri State University, this is accomplished by increasing the overtime hours by 50%. For example, a student who works 41 hours will be paid for 41.5 hours.

C. SOCIAL SECURITY TAX

Student wages will be exempt from Social Security taxes if the following conditions are met:

1. Undergraduate student employees must be enrolled in at least six credit hours for fall and spring semesters and three credit hours during the summer session.
2. Graduate students must be enrolled in at least five credit hours for fall and spring semesters and three credit hours during the summer session.
3. 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 above. Any international student NOT in F-1, J-1, Q-1 or M-1 visa status will be subject to the domestic student rule.

Enrollment will be checked prior to payroll checks being issued. If the enrollment criterion is not met, Social Security taxes equal to 7.65% will be withheld from all earnings for the pay period.

Hours worked between semesters are exempt from Social Security taxes if the student was enrolled in the previous semester and is eligible for enrollment for the upcoming semester.

D. CONDITIONS OF EMPLOYMENT

Student employees are employees at will and are hired on an as-needed basis. This means that the student's employment can be terminated at any time. The University makes every effort to employ as many students as possible but there is no guarantee that a student will find a position. Student employees are covered by Workmen's Compensation in case of an accident on the job but are not eligible to receive other employment benefits such as, but not limited to: paid vacation, sick leave, holiday leave, medical, dental, life and long-term disability insurance, unemployment compensation insurance and retirement benefits.

E. ON-THE-JOB INJURIES

All University employees are extended Workers' Compensation coverage which provides payment of medical expenses and salary compensation to employees who suffer the effect of a work-related injury or who incur an occupational disease arising out of and in the course of employment with the University.  The amount of compensation authorized under Workers' Compensation is prescribed by law and the State of Missouri and not by the University.A work related injury must be reported immediately to the employee's supervisor.  An employee injured in a work-related accident must complete a Missouri State University On-The-Job Injury Report form and have his/her supervisor complete the "Supervisor Comment Section" within 24 hours of the injury.  The completed form must be submitted to the Office of Human Resources (HR). If there is a good reason for not reporting the injury within 24 hours, the injury must be reported as soon as possible, but no later than 30 days after the work-related accident. Additionally, the following forms are required by the Central Accident Reporting Office (CARO) and must be completed and submitted to HR: Authorization to Release Medical Records, Employee Injury Report, Supervisor's Statement, and Witness Statement.

Upon receiving a work-related injury requiring medical attention, employees must contact
1-800-624-2354 for the name of an authorized medical care provider prior to seeking treatment. This referral service is available 24 hours a day, 365 days a year.  However, if the injury is considered to be serious (e.g., potentially life and/or limb threatening), the injured employee should proceed immediately to the nearest hospital emergency room.  Each incident should be evaluated to determine if the employee's life is being threatened by the injury.  Some examples may be: head injury with loss of consciousness, excessive bleeding, obvious broken bones, and injuries directly to the eye. Judgment should be used in determining whether an injury is life threatening; when in doubt, emergency care should be sought.

The State of Missouri will not pay for medical treatment an employee receives from a medical provider who has not been approved by the CARO. However, employees may seek their own medical care with the provider of their own expense.

An employee injured on the job must tell the medical provider that the accident or injury is work-related and will be filed with Worker's Compensation.  Any bills for medical and hospital expenses received by the employee must be forwarded to CARO.

Workers' Compensation benefits may be reduced for injuries sustained in conjunction with the use of alcohol or controlled, non-prescribed drugs. Benefits may be forfeited if it is shown that the use of alcohol or controlled, non-prescribe drugs were the proximate cause of the injury.  Under Missouri law, the University can request an employee to take a test for alcohol or a non-prescribed controlled substance if the University suspects usage by the employee.  If the employee refuses to take a test when requested by the University to do so, all workers' compensation benefits are forfeited.  

F. Non Discrimination Policy

Missouri State University is a community of people with respect for diversity. The University emphasizes the dignity and equality common to all persons and adheres to a strict non-discrimination policy regarding the treatment of individual faculty, staff and students. In accord with federal law and applicable Missouri statutes, the University does not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age, disability, or veteran status in employment or in any program or activity offered or sponsored by the University.  In addition, the University does not discriminate on any basis not related to the applicable educational requirements for students or the applicable job requirements for employees.  The University maintains a grievance procedure incorporating due process available to any person who believes he or she has been discriminated against. Missouri State University is an Equal Opportunity/Affirmative Action employer. Inquiries concerning the grievance procedure, Affirmative Action Program, or compliance with federal and state laws and guidelines should be addressed to the Equal Opportunity Officer, 296 Siceluff Hall, 901 South National, Springfield, Missouri 65897 (417) 836-4252.

G. PROHIBITION OF SEXUAL HARASSMENT

While all forms of harassment and discrimination are reprehensible and degrade the quality of work and diminish the academic mission, sexual harassment because of its nature has received special attention in the courts.  Further, because of the unique relationship between student and faculty member or supervisor and subordinate, and the inequities in power, sexual harassment is especially troublesome in the academic environment.  Sexual harassment not only violates the law and University policy but also can damage personal and professional relationships, cause career or economic disadvantage, expose the University to legal liabilities, a loss of federal research funds, and other financial consequences.

The best way to prevent sexual harassment is through awareness and education.  This policy is aimed at increasing awareness regarding sexual harassment by making available information, education, and guidance on the subject.  Sexual harassment includes any unwelcome sexual advances, requests for sexual favors, or other  unwelcome written, verbal or physical conduct of a sexual nature when:

1. submission to such conduct is made, explicitly or implicitly, a term or condition of an individual's education, employment, or participation in University activity;
2. submission to, or rejection of, such conduct by an individual is used as the basis for decisions affecting that individual's academic standing, employment status or participation in a University program or activity; or
3. such conduct has the purpose or effect of unreasonably interfering with an individual's academic or work performance or creating an intimidating, hostile, or offensive environment for that individual's employment, education, or participation in a University program or activity.

Any employee who believes that he or she has been the subject of sexual harassment should report the alleged act immediately to his or her supervisor or the Office of Equal Opportunity (OEO).  The University will respond to instances of harassment in accordance with the Office of Equal Opportunity Complaint Procedures and will respond appropriately to those who violate this policy, up to and including termination of employment.

2.2.a  Sexual Harassment Training Policy In order to create a positive learning, working and living environment, the University must provide an atmosphere free of sexual harassment.  The most effective way to prevent sexual harassment is through education: (a) ensuring that all alleged victims (and potential victims) are aware of their rights; (b) notifying individuals of conduct that is proscribed; (c) informing administrators about the proper way to address complaints of violations of this policy; and (d) helping educate the community about the problems this Policy addresses.

To achieve these goals, Missouri State University Office of Equal Opportunity (OEO)has developed the "Respecting Difference, A Primer for Preventing Discrimination" training series to inform, educate, and guide members of the University community on sexual harassment and discrimination.  The training program addresses the Prevention of Sexual Harassment, Prevention of Employment Discrimination and Working with Disabilities.  All employees must attend the mandatory training program sponsored by the OEO every two years.  New employees must complete the Respecting Difference training program within 30 days from their date of employment.  Newly promoted supervisory employees must complete the OEO supervisory program on preventing discrimination and working with disabilities within 30 days from the date of the new appointment.

H. DRUG-FREE WORK PLACE

Student employees are expected and required to report to work on time and in appropriate mental and physical condition for work. Each student employee is responsible to help ensure a drug-free, healthful, safe and secure work environment. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance on University premises or while conducting University business off premises is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences. Student employees must, as a condition of employment, abide by the terms of this policy and report to the University any conviction under a criminal drug statute for violations occurring on or off University premises while conducting University business. A report of a conviction must be made to the Office of Human Resources within five (5) days after the conviction.

I. ALCOHOL/DRUG ABUSE POLICY

It is the policy of Missouri State University to prohibit the unlawful possession, purchase, manufacture, use, sale or distribution of illicit drugs and alcohol by student employees on University property or as part of any of its activities. If an student employee is found in violation of University policy, federal or state laws, or local ordinances, the circumstances accompanying each individual case are considered when determining the consequences. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequence. While the University does not condone the abuse of alcohol and drugs, it does recognize that employees with alcohol and/or drug-related problems should be encouraged to seek help in dealing with such problems. Student employees are encouraged to use the University's Counseling Services, campus-related self-help groups (Adult Children of Alcoholics, Alcoholics Anonymous, or Narcotics Anonymous) and health insurance plans, as appropriate, when facing alcohol and/or drug-related problems.

J. TOBACCO POLICY

The University recognizes that tobacco smoke is a hazard to the health of the University community. Because of the harmful consequences of tobacco use, both active and passive, the University has adopted the following:

• The University designates all buildings as smoke-free. Therefore, smoking is prohibited in University buildings including offices and hallways, and in outside areas surrounding fresh air intakes. This policy applies to all University buildings on and off campus. 
• The director of the Alumni Center shall be responsible for establishing the smoking policy for that area.
• Smoking at outdoor events (specifically including those in the stadium) is restricted to designated areas.
• Smoking is prohibited in vehicles leased or owned by the University.
• The use of smokeless tobacco is prohibited in all locations on campus.
• Visitors to Missouri State University are included under this policy as temporary members of the University community.

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VII. ADMINISTERING AND PROCESSING STUDENT EMPLOYMENT

A. 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.

B.  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.

C. TIME RECORDS

Student employees are expected to work the hours assigned and clock in and out on the ZipCard system or, if allowed a time card, to indicate the number of hours worked on each working day.

It is the responsibility of students to complete the time card per instructions printed on time card and as listed below:

• Time cards must be submitted to the Payroll Office before 5:00 PM on the due date per the student payroll schedule which can be found at: http://www.missouristate.edu/studentemp/paysched.html.
• Be completed in blue or black ink. Pencil and/or colored ink will be returned.
• Stamped signatures and/or initials are not valid and will not be accepted. Original signatures of student and supervisor must be used.
• Provide time in and out for each uninterrupted period of worked. (Unpaid meal periods of 30 minutes or longer constitute interruptions in work.) Daily time must be totaled. Only time for the current payroll period is submitted. Any time past the payroll period will not be paid and must be resubmitted during the correct pay period. Time prior to the payroll period must be verified that it has not been submitted previously for payment.
• In and out time are to be recorded to the nearest quarter hour indicating am/pm.

Minutes should be recorded in the following manner:

 

MINUTES	QUARTER HOUR
0 - 7	.00
8 - 22	.25
23 - 37	.50
38 - 52	.75
53 - 59	.00 + 1 hour

 

• The university workweek begins 12:01 AM Monday and ends at 12:00AM Sunday. Leave one full blank space between workweeks when recording time.
• Time cards submitted late, can be processed for payment if the student completes a request form. These cards will be processed one week after the pay date. It will take approximately one week to complete the process before money can be transmitted to the student's bank.
• Effective April 7, 2003, the Payroll Office will no longer accept time cards that have been altered or are invalid. All altered and invalid time cards will be returned to the department unpaid via campus mail.
  
  An official time card includes the student's name, social security number, budget and departmental numbers, the applicable wage, and the semester computer printed across the top. It is the responsibility of the employee to have their employer (department) request, in advance of being due, time cards from Student Employment Services if needed. Students should not work until they receive a computer-generated time card.
• If a student's time card is rejected the following procedure should be followed:
  • A valid time card is submitted to the Payroll Office
  • The student must come to the Payroll Office to complete a Payment Request Form
  • Any encumbered student's pay will be subject to review
  • Student will be notified by campus e-mail when earnings have been direct deposited to bank or financial facility.
    
    No advances during the month of December
    
    This process can take up to two (2) weeks

D. ZIPCARD SYSTEM

The ZipCard system is the primary time management system. Students use their ZipCards to clock in and out at their respective work sites around campus. The use of this system allows a student to clock in and out without having to worry about accurately filling out a time card, making sure the time card is signed before it can be turned in for a pay period, or having to wait for a new time card to be filled out due to an error in filling out a time card incorrectly.

To properly clock in at a time management reader, the student must be cleared through Student Employment to work on campus. When the section/department has been notified that the clearance process has been completed, and the student is on the ZipCard system as being eligible to clock in, the student can begin work (usually three (3) days except at peak periods which occur at the beginning of each semester). To clock in, the student approaches the time management reader with their ZipCard ready. They select "clock in" and swipe their card. If they are working at multiple sections/departments, the reader may ask for a job code or a manager approval. The student will be supplied with the information necessary to complete the clock event by their immediate supervisor. If the clock event is successful, the message "Transaction Valid" will be displayed on the reader. If the information is not correct or the student is not cleared, the message " Invalid Transaction" will appear. If the invalid message occurred in error, the student should contact their immediate supervisor.

Students need to clock out once they have completed their assigned tasks or they have reached the end of their shift. The student goes to the time management reader, selects "clock out" and swipes their card. As in clocking in, they should receive the "Transaction Valid" message. If they do not, they should contact their immediate supervisor.

Students will not be allowed to work unless they have a ZipCard.  If the card is lost, students must go to the ZipCard office to buy a replacement.  Students will be given two (2) days to accomplish this before having to stop work.

The department for whom the student works is responsible for sending completed time records (cards or time clock sheets) to the Payroll office for processing, on or before the closing date each month determined by the Payroll Schedule published each year on the web. Time records received after the closing date will not be processed until the following month.

E. 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://www.missouristate.edu/studentemp. Pay periods begin at 12:01 AM Monday and end at 12:00 AM the following Sunday. Payment will be direct deposited.

Payroll Earnings Statements are available on-line at: 

My Information, http://www.missouristate.edu/myinformation/, under My Payroll Information.  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.

Any student employee who has University charges over 30 days old will have his/her direct deposit converted to a paycheck which will be sent to the Bursar's Office. The student will need to proceed to the Bursar's Office to take care of their obligation. Refer to My Information for any overdue charges.  Logon to http://www.missouristate.edu/myinformation/ select My Money: view your account balance and statement, payment, fee, and encumbrance information.

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 on the employee's W-4 withholding certificate. A change of address or name change in Records does not affect the W-2 and/or 1042s address. Students must update W-4 information by filling out a new W-4 in the Student Employment Services. 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.

F. DIRECT DEPOSIT

All new direct deposits can be put on at any time. Changes can be made in the Payroll Office, Carrington 119, from one day after a payday through one week before the next payday. Since the student pay periods are flexible, this is the only way to process changes. 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.

G. 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.

H. TRAINING

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.

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VIII. INTERNATIONAL STUDENTS

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.

1. 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.
   1. 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.
      1. 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 Student 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.
      2. For summer, international students must be pre-registered in full-time status for the upcoming Fall semester.
   2. 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.
   3. 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 Student 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.
   4. 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 Student Services Office.
2. 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 Student Services Office.
3. 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 Student Services and the Payroll Department.
4. International students should not attempt to apply in person at the Social Security Office. The application should be turned in to the International Student Services Office with copies of their passport, visa, I-94 and I-20 or DS-2019. An international student's University records and zip card are required to be changed to reflect their social security number prior to working.
5. 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.
   1. 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.
   2. 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.
   3. 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.
   4. The W-4, Direct Deposit Form and any other tax documents will be completed during the interview with the International Payroll Specialist.
6. Payroll/Taxation Issues
   1. 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.
   2. International students should see the International Payroll Specialist for any chmanges 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.
   3. International students whose tax status is Non-Resident Alien is not allowed to claim exempt on their W-4.
   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.
7. International students are not eligible for the federal work study program.

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IX.  STUDENT EMPLOYEE RIGHTS AND RESPONSIBILITIES

A.  ATTENDANCE

Students are expected to report to work on time and be ready to work. Students are to inform their supervisors whenever they will be absent or late. If an emergency occurs, students must call their supervisor as soon as possible. In non-emergency situations, students must give notice when they cannot work as scheduled and explain the reasons for their absence or tardiness. Make up time for excused absences are totally at the discretion of the supervisors. Students do not have a "right" to make up absences. Students should give appropriate notice (minimum of one week) when terminating a position. Failure to do so may reflect on future references.

B.  APPEARANCE

Students must use acceptable hygiene and maintain a well-groomed appearance. Dress code: Brief shorts, tank tops, tube tops, torn jeans, flip-flops or bare feet are usually not acceptable. Students should ask their supervisor if the department has a specific dress code.

C.  ATTITUDE AND JOBS PERFORMANCE

Students must try to establish a good working relationship with their supervisors and other department members. A positive attitude will go a long way in establishing this relationship. Any task the student is asked to perform should be done correctly and completely to the student's best ability. Students must always follow department's policies and procedures. If instructions are not understood, ask questions to complete the task accurately. Many people depend on student employees to conduct themselves in a professional and businesslike manner. Therefore, it is important that student employees be aware of the image they are projecting. Keep conversations and language appropriate for a work setting. Student employees need to be aware of the things they are saying and their appropriateness. Student employees serve an important role in helping departments provide quality services.

D.  PUBLIC RELATIONS

Student assistants are representing the University at their work place and should always listen carefully and give clear and polite responses to visitors or other students.

E.  TELEPHONE CALLS AND VISITORS

Personal phone calls and visitors to the workplace are not acceptable unless pre-approved by your supervisor.

F.  TELEPHONE ETIQUETTE

Answer a telephone call by identifying the department and inform the caller of your name. Take messages neatly or transfer the call to voice mail. If not sure of the spelling of a name, ask the caller to spell it for you and always repeat a phone number to make sure it is correct.

G.  CONFIDENTIALITY

The confidentiality of student information, including class schedules and grade information, is protected under a federal law known as the Family Educational Rights and Privacy Act (FERPA). Inappropriate release of confidential student information is a serious offense. If you have access to student information as part of your employment, it is imperative that you not share the information with anyone outside of your office.

Do not discuss department issues with anyone outside of the department, nor remove files or other materials from your workplace.

H.  EQUIPMENT AND SUPPLIES

Equipment and supplies are to be used only for official University business. Use equipment only after receiving instructions and always keep safety in mind. Do not misuse supplies.

I.  TERMINATION

Employment with the University is "at will" and may be terminated at any time. The University, at its discretion, may utilize progressive disciplinary procedures in circumstances determined appropriate as outlined below.

Employees who do not perform work to standard or who violate rules, regulations or policies of the University may be disciplined according to the seriousness or the repetition of the violation. Formal disciplinary steps are not usually required for dismissal of probationary, temporary, or part-time employees.

Certain actions can cause employees to be disciplined, including (but not limited to) the following:

• Insubordination;
• Inefficiency, incompetency, or inability in the performance of duties;
• Refusal to obey directions or accept assignments;
• Careless workmanship or negligence in the performance of duties;
• Sleeping, loitering or loafing during working hours;
• Conducting personal business on the job;
• Continual tardiness or chronic absenteeism; failure to notify supervisor of absence;
• Excessive, unnecessary or unauthorized use of University supplies, materials or equipment, particularly for personal purposes;
• Unauthorized use or misuse of all computer systems, equipment, and software;
• Careless, negligent or improper use of University property; including official vehicles;
• Dishonesty, including falsifying employment application or work records or other University work records; clocking in/out for another student worker or falsifying time cards;
• Conviction of a criminal act or illegal activity reasonably related to conduct relevant to the workplace;
• Violating the University's nondiscrimination and/or sexual harassment policy;
• Violating University rules, policies or regulations or departmental work rules;
• Unlawful manufacture, distribution, dispensing, possession, or use of controlled substances on University property or as part of University activities;
• Possession, use, or distribution of alcohol on University property. The possession, use, or distribution of alcohol in conjunction with University activities not on University property shall be in compliance with applicable federal laws, state laws, and local ordinances;
• Reporting to work under the influence of drugs or alcohol; refusal to consent to drug or alcohol testing;
• Fighting or using obscene, abusive, or threatening language or gestures;
• Theft;
• Unauthorized possession of ammunition, firearms, explosive weapons, other weapons as defined in Missouri Revised Statutes Section 571.010 (2), (6), (10), (11), (13), (17) and (18) on University premises or while on University business.  Authorization to possess such items on University property may be granted by the Director of Safety and Transportation or his/her designee;
• Disorderly or immoral conduct on the University premises;
• Disregarding safety and/or security regulations;
• Smoking where/when prohibited;
• "Horseplay" which endangers self or other employees;
• Excessive or unauthorized use of telephones;
• Leaving the job during working hours without permission;
• Unauthorized release of confidential information from official records;
• Gambling during working hours;
• Misconduct off duty of such a nature as to reflect discredit on or cause embarrassment to the University or to the State.

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X.   PROGRESSIVE DISCIPLINARY ACTION

A. The University, at its discretion, may determine that disciplinary action less than discharge may be appropriate in some circumstances. Any of the following disciplinary actions may be imposed by the University depending upon the University's judgment of the necessary action to address student employee conduct in violation of appropriate standards.

1. Verbal Warning
   Verbal warning brings the problem to the attention of the employee, stresses the seriousness of the situations, and presents suggestions or instructions to resolve or correct the problem.
2. Written Reprimand
   Written reprimand documents the occurrence and usually warns that further violations will result in suspension without pay or termination. It may be a final opportunity to improve.
3. Suspension Without Pay
   Suspension without pay may be used to impress upon the employee that a behavior or performance level must be changed or termination will be inevitable. Suspension results in the loss of pay for a specified period of time (usually three days).
4. Disciplinary Suspension
   Disciplinary suspension may be used in cases when the infraction is of such seriousness (theft, fighting, insubordination or similar infraction) that it may warrant dismissal pending review of the facts. Disciplinary suspension should be followed immediately by a thorough investigation of the situation to determine the appropriate action to be taken.
5. Dismissal
   Serious offenses and repeated disciplinary problems will require dismissal. While employment may be terminated at any time without cause, examples of conduct that can result in dismissal for a single incident are dishonesty, insubordination, immoral conduct, theft, use of drugs or alcohol, or other serious conduct as outlined in the University's disciplinary guidelines.

 

B. Prior to termination from employment, a student employee will be provided a written notice stating the reasons for the proposed employment termination and an opportunity to respond to the proposed action. Following the opportunity to respond, if the supervisor determines termination is necessary, the supervisor will provide a recommendation to the Director of Human resources, who will notify the student of termination. The student may then pursue the grievance procedure set forth in this Student Employee Guide.

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XI.  GRIEVANCE PROCEDURES

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.

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