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Federal Work-Study Employee: A University of Vermont student employee who has been determined to be eligible for Federal Work-Study by Student Financial Services and whose wages are funded in part by a Federal Work-Study Award as part of their financial aid package. 

Undergraduate Student Employee: Individuals matriculated and registered for classes (earning at least one credit) at ����̽̽ who are employed in non-academic student positions and undergraduate academic teaching and research assistant positions. 

To be eligible to participate in ����̽̽’s student employment programs, undergraduate and Federal Work-Study graduate students must be matriculated and registered for classes at ����̽̽. The SEO may adjust or terminate a student's eligibility for ����̽̽ student employment programs based on changes in the student's enrollment status, and may adjust or terminate a student’s eligibility for Federal Work-Study programs based on changes in the student's financial information as reported on the Free Application for Federal Student Aid (FAFSA) or a student’s receipt of estimated financial assistance not previously incorporated into their financial aid award. 

All undergraduate student jobs must be approved by and posted through the SEO using the online Student Job Board. Supervisors must be approved by the SEO and agree to the SEO Supervisor Agreement before being allowed to post student jobs. A designee may also post student jobs for one or more supervisors in a department. 

All student job postings must have a thorough job description that includes student job level. Postings should indicate whether the job is open to Work-Study students, undergraduate student employees, or both. All student jobs must offer legitimate employment in support of the department. Departments may not pay students solely to study. There is no minimum time for posting student jobs prior to hiring. 

All student jobs are paid on an hourly basis and are non-exempt from the Federal Fair Labor Standards Act. The hourly wage for each job is set by the supervisor, should reflect the job level and duties, and must be greater than or equal to the Vermont minimum wage as well as the federal minimum wage. All Work-Study jobs should be paid from preset Work-Study chartstrings for the current fiscal year. All non-Work-Study jobs should be paid from a chartstring that includes account number “55210-Student Wages” during the academic year, or “55212” for work performed outside the academic year during the summer months. 

All hires and hourly wages for student jobs are approved by the SEO. Students with Federal Work-Study awards must be requested to be hired into a Federal Work-Study job by October 1 (for the fall semester) or February 15 for the spring semester (if the student did not have a Federal Work-Study job in the fall semester). Regular ����̽̽ staff or faculty are not eligible to be hired into Federal Work-Study or undergraduate student employment positions.

Student employees may not begin work until:

• The supervisor’s request to hire the student has been approved by the SEO, and 
• The student’s eligibility to work in the United States has been verified via completion of a federal I-9 form on or before the first day of work AND the PeopleSoft query report UV_STUDENT_I9 _LOOKUP indicates ‘Y’ for the student. I-9 forms and supporting documentation for student employees may be verified by either Payroll Services, Human Resource Services (HRS), or a departmental I-9 reviewer approved by HRS. 
• All student and work study employees are required to sign up for direct deposit prior to performing any work. Self-service functionality is not available in PeopleSoft until the day after an employee’s hire date. To expedite the process of initiating direct deposit for students, payroll will e-mail student employees a paper direct deposit form. Students may sign up for direct deposit in PeopleSoft Self Service the day after their hire date OR alternatively, prior to their hire date, they may return a paper direct deposit form via  to payroll@uvm.edu. If direct deposit is not in place after a student’s first paycheck, the student’s timesheet will be inactivated, and the student will not be allowed to work until they have met the direct deposit requirement. Both student and supervisor will be notified via e-mail if this action is taken and what steps to take to remedy the situation.

After student employees are hired, supervisors should take the following steps to complete the onboarding process and appropriately orient student employees to their job and work environment:

1. Ensure that student employees complete federal and state W-4 forms online through PeopleSoft self-service. Payroll@uvm.edu should be alerted immediately if a student is not working in Vermont.
2. If a student job requires a criminal background check under University policy, contact HRS to coordinate completion of the criminal background check, and do not allow the student to start working until the criminal background check is cleared. 
3. Train student employees on how to enter and submit their time in PeopleSoft (see Entering and Approving Time Worked, below). 
4. Create a weekly work schedule that is compatible with the student’s class and exam schedule. 
   • Student employees may not work during class time. 
   • Non-Federal Work-Study employees may not work more than 30 hours per week among all student jobs combined. 
   • Federal Work-Study employees may not work prior to the start of classes in August, or after the last day of final exams in May. 
   • Federal Work-Study employees may not work more than 8 hours per day and 20 hours per week among all work-study jobs combined. Supervisors should discuss these constraints with their work-study employees to ensure that the student employee understands that they must watch their earnings carefully in order not to exceed these limits for total work-study employment among all work-study jobs or their award balance. Payroll Services monitors Federal Work-Study employee overtime and will notify the Student Employment Office and the supervisor. 
5. Discuss any other on-campus employment. Supervisors of Federal Work-Study employees should ensure that students have no more than 3 Federal Work-Study jobs and must discuss other Federal Work-Study jobs with their supervisor(s). 
6. Train the student employee in the job duties as necessary and set expectations for job performance, including the expectation that student employees may not study during work hours. 
7. Provide a tour of the work environment and introduce the student employee to colleagues. 
8. Review emergency and security procedures. 
9. Review procedures for handling confidential or sensitive information, if necessary. 
10. Set expectations for workplace etiquette, dress code, and calling in sick, etc. 

Student employees must enter their hours worked in PeopleSoft each day and submit their hours worked each week by Monday at 12:00 p.m. (noon), or the deadline provided by their supervisor, if earlier. Enrolling a device in, DUO Security, a multi-factor authentication tool, is required in order to access PeopleSoft.Student employees who work for a department that uses Kronos must swipe their student ID to clock in and out of their work shift. 

Supervisors must review and approve each student employee’s time in PeopleSoft or Kronos no later than 3:00 p.m. on each Monday which is the pay end date for that payroll period. 

Off-campus supervisors of Federal Work-Study employees must keep separate records of each Federal Work-Study employee’s hours worked using a Tracking Logged Hours Form (pdf). Federal Work-Study students may not earn more than half of their Federal Work-Study award in the fall term, and no more than their total award during the academic year. Supervisors of work-study employees should run the PeopleSoft Work-Study Report regularly to view Federal Work-Study employees’ remaining award amounts to ensure that they do not authorize hours that exceed the student’s remaining award balance. Should a student’s earnings exceed the award limit, the department will be charged the overage amount. In rare circumstances, Student Financial Services may retroactively remove Federal Work-Study funds due to eligibility adjustments. 

Performance evaluations for student employees are strongly recommended; supervisors should consider conducting them in the middle of each semester. Supervisors may contact the SEO for guidance in conducting an appropriate performance evaluation. With the exception of minimum wage adjustments, mid-year wage increases are unallowable, including merit increases, and increases awarded upon the completion of an initial training period.

Supervisors are expected to follow the SEO’s Progressive Discipline guidelines in managing and improving student employees’ job performance. Violations that result in a breach of the University Code of Conduct and Ethical Standards may be referred to the Dean of Students Office. 

Student employees are employed “at will” and may resign at any time, and their employment may be terminated at any time, without notice or cause. Student employees are asked as a courtesy to provide a minimum of two weeks’ notice prior to resignation.

If a department wishes to retain a Federal Work-Study employee after their Federal Work-Study funds are exhausted or after the student’s eligibility for ����̽̽’s Federal Work-Study program is adjusted or terminated by the SEO or Student Financial Services, the department must terminate the student’s Federal Work-Study position and rehire the student as a student employee to ensure that the student is paid for all subsequent hours worked from the department’s budget. Federal Work-Study employees may not work without pay after they have earned all available Federal Work-Study funds.

Training will be provided on an as-needed basis as determined by the Approval Authority or the Responsible Official.