STUDENT EMPLOYMENT PROCEDURES	No. 6-13a	Rev.
		Date 4-20-77

I. REFERENCE:

Policy and Procedures No. 6-13, Student Employment

II. PROCEDURES:

A. The following procedures must be followed in submitting student assistants' time slips. Any time slip received which does not comply with the following instructions will be returned to the supervisor for correction. The following instructions will appear at the top of all student payroll report forms:

1. Time reports should be submitted once monthly the first of each month.

2. Time reports must be in ink.

3. Time reports must indicate the department to be charged.

4. Time reports must be signed personally by the immediate supervisor and the employee. The supervisor must not sign for the employee.

5. Time reports must be submitted only by the supervisor to the Payroll Office and must be initialed at the time of delivery.

6. Time reports must be filled out completely.

B. In addition to the above instructions there are special items that must be taken care of in connection with those students on the Work Study Program. These are outlined below:

1. Work study student's time must be submitted on the blue payroll time report. These can be obtained in the Payroll Office.

2. All students who qualify for the Work Study Program must be approved through the Financial Aids Office.

3. Work Study students are limited to 15 hours per week during the time school is in session; otherwise, they may work eight hours per day when school is not in session.

C. Unless the above instructions are followed to the letter, the payroll clerk will be obliged to return the time slip to the supervisor and this in turn will mean the student does not receive his paycheck until the next monthly pay period. In all instances it is the responsibility of the supervisor to make certain a student has called into the Payroll Office with his social security card and filled out a W-4 tax withholding card.

D. Procedure for submitting time cards for payment on monthly student hourly payroll is as follows:

1. Recurring Employment: Departments which have students working on a recurring basis will have time cards furnished the department from the previous payroll. These cards will contain the student's name, payroll number, and the department code for the department in which the student worked. For these student employees, the department need only fill in the time worked, authorize the card by signature, and submit the card to the Payroll Office for payment. When payment has been made, a new card will be furnished the department for submission of time in the succeeding time period.

2. New Employees: When a new employee is hired in a department, the employee will be sent to the Payroll Office for completion of tax forms. At this time, a payroll number will be assigned to the employee. The Payroll Office will provide the employee with a time card reflecting the assigned payroll number, which he/she will return to the department for use in reporting time worked. These cards will be submitted for payment in the same manner as time cards from the payroll procedure which have been prepunched. The department supervisor must, however, record on the time card the budget account number of the department to be charged.

3. Departmental Transfers: Some students will work in two or more departments during a pay period, or may change departments during a work period or from month to month. When this occurs, the department supervisor may submit time on a new time card as outlined in step 2 (new employees). As the payroll number of the student employee at this time is known, the department supervisor must only record it on the new time card. Care must be exercised to insure the right payroll number is recorded on the card, that the right department budget code is recorded on the card, and the proper colored card is used (see paragraph below on payroll types). This will preclude payment to the wrong person or distribution of charges to the wrong department.

4. Distribution of Time Cards: The time cards for use in reporting time in the succeeding time period will be an output product of the payroll processing. These cards will reflect the employee's name, number, and the department budget number for the department worked. The cards will be distributed by the Payroll Office to the division or administrative office where the department may pick them up. As the cards necessarily contain the department code for distribution of costs to the appropriate department, the department using a time card must insure the code is proper for the charge of the time worked.

5. Payroll Types: Several hourly payrolls are processed which require a distinction between them. Time cards will be furnished in the colors presently used for reporting time under these special programs. (Work Study, "blue"--Regular Hourly, "white").