04/09/10

If you hire student workers you need to complete a Student Hire List for all
students hired. This form (along with other Student payroll forms) can be found
on the Business Office web page (listed below). You can download the excel
format and fill it in on your computer or print the pdf format and write or type
it. Please use letter size (8 1/2 X 11) paper. You can also find a supply of
all forms in the Business Office.

Fill in the student worker’s name, student ID #, SU Box #, indicate new hire or
rehire, start date and end date (usually the dates of the academic term), the
hourly pay rate and the number of hours the student will be working. If the
student starts at a time other than the beginning of the Academic term, please
include the actual start date. The form should be signed and dated by the
Budget Officer of the account the student will be paid from and the account
number must be listed on the form. There is also a line to authorize who will be signing the time sheets as supervisor.  Turn in the completed form to the Business
Office/Student Payroll before the student begins work. You may submit hire
lists for a term at the end of the previous term if you know which students will
be returning. Changes may be made in the new term.

Note: Student workers are not authorized to work until the supervisor has
turned in a Student Hire List, and the students have completed their I-9 and W-4
documentation in the Business Office.

Hours limitation:
The total hours an SU student may work in a calendar (not academic) year is
limited to fewer than 1,000. The total number of hours per calendar year set
by HR is 884 and begins on January 1st of each year. It is divided up by
semester as follows: Spring-289, Summer-221, and Fall-374. If you need more
information about how many hours a student worker has worked to date, please
contact me.

Most student positions pay minimum wage – currently $7.25 per hour.

Students working at any time between academic semesters (summer and Holiday
Break) must turn in separate time sheets from the Academic term, and must
specify whether it is to be paid out of the summer or academic budget. Dates and hours
worked must be specified on the time sheets.

Students or their supervisors are to turn in student time sheets before 10:00
a.m. on the Monday following the period ending date. A chart of period ending
dates is also provided on the website. RA’s and other students who are required
to begin work before the first day of class may start up to two weeks before
classes start.

Student checks will go to the student’s S.U. Box on the Friday following the
period ending date, and may be picked up after 10 am. Due dates for student
time sheets are subject to change when necessary, normally this will be because
of holidays. All payroll changes and notices will be posted on the Campus Notices.

Unsigned Time Sheets – Time sheets turned in late or unsigned will delay the
receipt of the payroll check. If students or their supervisors are unable to
sign the time sheets, they must contact me to make arrangements to sign the time
sheet. It is the responsibility of the supervisor to verify the accuracy of
their student worker’s time sheets.

If you or your student workers have any questions, please feel free to call or
email me. Thank you for all your help.

Diana Taylor
S.U. Student Payroll
X-1931 taylord@southwestern.edu
Business Office Web Site:    http://www.southwestern.edu/businessoffice/