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This page is periodically under construction. Please contact Dixie Kearney at dixiek@uidaho.edu or 885-3737 with any questions relating to Student and Temporary Employment or if there is a problem with the functionality of this page.
Student and Temporary Employment
Click here to download a printable version of this information.
Navigation Menu
-What is Student Employment?
-What is Temporary Employment?
-Requirements for student and temporary hiring
-Posting your Job-- Step-by-Step Hiring Procedures
-Getting Employees on Payroll (EPAFs)
-Payday
-Hiring Minors -Employees under the age of 18
-PERSI and Temporary Help (TH) Employees
-Workers’ Compensation
-Recognition
-Student Employee of the Year
-Background Checks, Driver Checks, and Pre-Employment & Random Drug Testing
-Social Security Number Processing Changes for International Students
What is Student Employment?
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“Student” employment is typically employment that is 20 hours per week or less, entry level in that it does not require a high level of education or previous work experience, and is a position that has more flexible hours. There is no requirement that a UI student must be hired for these positions.
Through part-time and temporary employment and working in virtually all departments, students are a vital part of the University of Idaho’s work force. Students work in positions covering all aspects of University functions – research, clerical, recreation, athletics, academic services, student services, maintenance, fiscal management, arts, media and design, etc. Positions range from trainee levels to coordinator and technical levels with students gaining job experience, references and additional financial resources while pursuing an academic degree.
Hiring departments or entities and students work together to identify a work schedule that emphasizes the student’s main objective of obtaining a higher education degree. The learning/working experience goal is to provide a work environment that enhances the student’s academic experience.
Student employees who are half-time or greater do not participate in Social Security (FICA), unless their status changes and they no longer qualify as half-time students. Students need to indicate their status on the W-4 form. Students who are half-time students during the academic year but who do not enroll as a half-time student during the summer session are subject to Social Security withholding during the summer.
What is Temporary Employment?
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"Temporary" Hourly (TH or TH) positions are positions in which the employee is compensated on an hourly basis, as the services are needed. Employment can be terminated at will, and the employee has no expectation of continuing employment. This employment category does not include temporary board-appointed positions. A TH position is established when there is a temporary or intermittent need for services not expected to exceed 1385 hours per calendar year. If the temporary services are expected to exceed 1385 hours in any one year, the department administrator should consider establishing a temporary or continuing board appointed position.
“Temporary” employment is typically employment that is 20 hours per week or more, and/or requires a higher level of education or previous work experience, and is a position that has a less flexible work schedule. There is no requirement that a UI student cannot be hired for these positions. The Registrar’s office recommends that UI students do not work more than 20 hours per week.
Termination of employment
Persons employed as TH employees may be terminated without prior notice without cause assigned. The supervisor may give advanced notice of termination when appropriate.
Requirements for student and temporary hiring
As per Faculty Staff Handbook 3090 Section A-3. Deans and directors are responsible to ensure--and are expected to be able to document--that recruitment, employment, personnel actions and personnel policies for TH employees comply with legal requirements and are conducted in a manner which is consistent with the principles of affirmative action and equal opportunity. Human Resource Services provides assistance in classifying positions, determining compensation ranges, writing job descriptions, recruiting, hiring and verification of I-9 status.
The Human Rights Compliance Officer for the University of Idaho has allowed some exceptions to search for TH (student and temporary) positions. Click here to view the list of exceptions.
Posting your Job-- Step-by-Step Hiring Procedures
*Student and Temporary positions are posted using the online Applicant Tracking System (ATS). By using ATS you will be guided through the posting and documentation process and have your position posted on the Human Resources website. Human Resources will also advertise your student positions in the Argonaut classifieds for free (space and deadline allowing) and your temporary positions in the Register classifieds for free (space and deadline allowing). Applicants can apply for your position online. Click here for Student/Temp online job posting manual (ATS).
*If you choose to post your position without using ATS, you will not be able to have it advertised on the Human Resources website, the Register or the Argonaut (unless you pay for an advertisement). You do still need to ensure you have adequate documentation including a proper job description, adequate application materials requested of the applicant including using the approved University of Idaho application form, applicant screening and interview documentation, a list of locations you posted your announcement, etc. In addition you will need to retain all employment search related documents and materials for a minimum of three years from the date of hire, although the University of Idaho’s Human Rights Compliance Officer recommends keeping this documentation for a total of five years. The Student/Temp job posting manual (not using ATS) is not yet available-coming soon.
Getting Employees on Payroll (EPAFS)
An Electronic Personnel Action Form (EPAF) must be completed for all new employees to enter job information into Banner Payroll system.
To complete an EPAF for your new employee, you must first make sure they have completed the necessary paperwork such as an I-9, W-4, etc., at Human Resources (HR). HR then enters the information into Banner so you can initiate the EPAF. If the person you are hiring has worked for the University of Idaho within the last 3 years (excluding non-citizens) then they do not need to complete a new I-9 form but may wish to change the withholdings on their W-4, indicate a name change, or Direct Deposit change. If they would like to update this information they can come to HR at 415 W. 6th St. (next to Taco Time). Please direct questions about I-9s, W-4s, etc. to 885-3613.
If you are not sure if they have worked for the UI before you can check in Banner (if you have taken HR Query). See instructions below:
1) Log into Banner and go to PEAEMPL.
2) Enter their ID and page down. If you receive an error message, they have not worked for UI before and need to come to HR.
3) If their info comes up, choose ‘Regulatory Information’ from the ‘Options’ menu. To the right side of the screen, check the ‘Date’ field.
4) If it is within the past three years AND they do not have anything in the ‘Expire’ field, then they DO NOT NEED a work authorization card. They can update their Direct Deposit or W-4 withholding information at HR if they wish. Contact HR at 885-3728 if you have questions on putting on an EPAF.
Payday
Payday for all employees is on Friday, biweekly. There is a two-week delay in payment; payroll checks represent hours worked during the previous pay period.
Employees use paycheck direct deposit (form included with the employment materials obtained from Human Resources). Payroll checks can be deposited directly to any bank account in the U.S.A. and will be posted the morning of payday. Paycheck stubs are also available on the web with a username and pin number. Direct deposits continue until employees give written notice of discontinuance, or change in bank information.
Upon termination of employment from the University, notify ES of a permanent mailing address for forwarding of employee copies of W-2 tax forms at the end of the calendar year.
Hiring Minors (Employees under the age of 18)
If you hire a minor you will need to:
-- Be sure the duties required for the position are acceptable for a minor to perform. Visit http://www.youthrules.dol.gov/jobs.htm
for information on acceptable and unacceptable duties. Contact 885-3737 with any questions.
--Ensure the minor visit Human Resources prior to beginning work to complete a Child Labor form and present appropriate certificate of age documentation. They will begin the form, submit it to their supervisor to complete and sign, have their parent or legal guardian read and sign it, and return it to Human Resources before beginning work. Click here to download the Child Labor Form.
PERSI and Temporary Help Employees (Non-Students)
--Brochure in .pdf format
Worker's Compensation
Student and temporary employees are eligible for Workers’ Compensation coverage for reported job-related injuries and occupational diseases, which occur while at work at the University. The benefit covers medical expense reimbursement and partial salary replacement. Premiums are paid by the University. Contact the occupational safety specialist in Environmental Health and Safety, 885-6524, (georgep@uidaho.edu) to report an incident immediately and to obtain information on filing a claim. After a claim is filed, employees work with Human Resources in obtaining assistance.
Recognition
For more information, visit http://www.hr.uidaho.edu/default.aspx?pid=35286#stemployment.
What Motivates Student Employees?
1. Recognition (from supervisors, peers, Student Employee of the Year
nomination)
2. Money
3. Being noticed for their special skills and unique contributions your
workplace
4. Experience to add to the resume
5. Building transferable career skills
6. Flexible schedule
7. Interaction with other students/faculty/staff/visitors
8. Relaxed, preferably casual, work environment
9. Opportunities to take initiative
10. Being busy at work
11. Networking opportunities
12. Convenience of an on-campus position
13. Developing professionalism
14. Opportunities for leadership and responsibility
15. Learning time management
16. Improving communication skills
17. Sense of pride and accomplishment
18. Work title
19. Knowing that staff depends on them/crucial to operation of office
20. Investing time and energy to build skills
21. Ability to change stereotypes about college-aged students
22. Food and fun!
Ideas for rewarding and recognizing your student employees and
what some departments on campus are doing.
1. Potluck lunch at the office periodically-students benefit from free
food, they don’t have to bring anything, and all employees get to
enjoy.
2. Commons and Union staff have implemented a Friday the 13th
treat day.
3. Start a tradition in your office. Remember elementary school
when you brought treats for everyone in the class on your
birthday? Try it out in your office-ITS does this with great
success.
4. E-cards are free and a good way to say exactly what you
appreciate about your employee.
5. Finals come around once a semester. HR makes “Survival Bags”
for the student employees to give the week before dead week.
Almost everyone in the office brings 1 inexpensive item for each of
the bags-they fill up very quickly. An example of what might be in
a bag includes: microwave popcorn, granola bars, top ramen, tea
bags, juice box, mini candy bars, sticky notes, pens, bottle of
water, etc. Our students look forward to this bag every semester
and are VERY pleased we remember they have another “job” in
attending school.
6. Nominate them for “Student Employee of the Year”.
7. Visit Organization Development and Learning’s Employee Recognition
Website for many free and low-cost ideas on rewarding and
recognizing your employees.
http://www.hr.uidaho.edu/default.aspx?pid=34340
8. Visit these websites with cool freebies for recognition
Awesome Cybercards: www.marlo.com/card.htm
Toon O Gram: www.toonogram.com
Virtual Presents: www.virtualpresents.com
Mail a Meal: www.mailameal.com
Virtual Florist: www.virtualflorist.com
The Cardmaster: www.cardmaster.com
Hallmark Greetings: www.hallmark.com
Volition’s Postcards: www.volition.com/bookshop/postcard.html
Blue Mountain: www.bluemountain.com
Yahoo Greetings: http://greetings.yahoo.com
E-Cards: www.e-cards.com
Student Employee of the Year (SEOY)
This year marked our 12th Annual Student Employee of the Year (SEOY) Award. Supervisors or coworkers nominated outstanding UI student employees to recognize their hard work. To receive one of the top three prizes, students met criteria set forth by the National, Regional and Local Student Employment Associations. 1st prize was $500, 2nd prize was $250 and 3rd prize was $100. The prizes and all nominees were presented at the annual ceremony on April 9, 2008 in the Commons Summit Conference Center.
SEOY Finalists announced April 9, 2008
The 12th Annual Student Employee of the Year (SEOY) Ceremony celebrated 33 nominees from all over campus and the local community. Katherine Hunt was awarded the University of Idaho and State of Idaho Student Employee of the Year titles. Katherine is a senior majoring in Family and Consumer Sciences and has studied molecular biology, organic chemistry, microbiology along with various other topics in the classroom. Katherine works as an Undergraduate Research Assistant at the McGuire research center where she has demonstrated incredible dedication to her work in a research laboratory over the past 3 years. Katherine has a breadth of abilities from laboratory analyses to dairy cow and human intervention studies. She has been a coauthor on refereed journal articles and is conducting her own study in lactating women this semester. Few undergraduates actually conduct their own research. Her effort will be worthy of a masters degree if she wishes to continue in research. Katherine won a $500 award and framed certificate from the University of Idaho and a plaque and $50 from the state of Idaho.
Our first runner-up, Matthew Haley, is a senior at the University of Idaho and will graduate in the fall of 2008 with a BA in Spanish Language, BA in History, State of Idaho Social Studies Endorsement, and a State of Idaho Certification in Education. Matthew has won a $250 reward and a framed certificate for his work at the Volunteer Center as the 2007-2008 Alternative Service Break Co-Coordinator. Matthew helped launch UI’s first International Winter Service trip to Peru. He assisted with participant recruitment and selection, pre-trip trainings, coordination with our hosts in Peru and related administrative tasks. He also served as primary translator for the group while in Peru and directed service tasks while working. He was able to remain calm in highly demanding situations and was able to provide leadership to 27 other trip participants. Matthew is a hard worker who goes above and beyond the requirements of his position, but more importantly, he complements his professional attitude with a contagious enthusiasm that has lifted spirits in his office on innumerable occasions.
Lindy Black, our second runner-up is a junior studying for her bachelor’s degree in Agricultural Education. She works as an officer on the Agricultural Student Affairs Council, an active member of the CFFA, a sister of the Sigma Alpha sorority and is a College of Agricultural and Life Sciences Ambassador. She has won a $100 award and a framed certificate for her hard work and dedication. She first started out as a Librarian in her department where she quickly found ways to improve the system making it more organized in very little space. Her supervisors say Lindy can accomplish anything she sets her mind to. She is dependable, hard working, intelligent, friendly and a huge asset to our department. Lindy truly embodies what it is to be outstanding student employee.
Congratulations to all of our 2008 SEOY nominees. Also, a very big thank you to all of our nominators, donors, and committee members, for making this recognition event possible.
This event is special to many people at the University because at our close-knit campus many employees remember their own student employment experiences. My own student work experiences ranged from a classroom assistant to a custodian, a painter to a personnel assistant. I was nominated in 1998 for SEOY and can attest that it feels GREAT to be recognized! The nominees recognized at our 12th Annual celebration have demonstrated a commitment to themselves and to our University. They involved themselves in community activities, their classwork, their families, and their jobs. They are OUTSTANDING and they have made a positive difference for their co-workers, supervisors, and the University.
Congratulations to our nominees—we appreciate their hard work and contribution to the overall success of our University! Also, a very big thank you to all of our nominators, donors, and committee members, for making this recognition event possible. For more information on the Student Employee of the Year Awards, contact Dixie Kearney at dixiek@uidaho.edu.
Background Checks, Driver Checks and Pre-employment & Random Drug Testing
Criminal Background Investigations
Is this position subject to a criminal background investigation? Visit http://www.webs.uidaho.edu/apm/table_of_contents.htm of the Administrative Procedures Manual 50.16 for policies, job titles to check, and forms. If required for the position, a satisfactory background investigation must be received before the person begins working. Contact Dixie Kearney at 885-3737, dixiek@uidaho.edu for assistance or questions on Student and Temporary Criminal Background Checking.
Driving Record Checks
If the job requires the employee to drive a University vehicle you will need to complete a driver check on them before allowing them to drive. Please visit the Risk Management website at http://www.webs.uidaho.edu/riskmanagement/driversrecords.htm to download the forms.
Pre-employment and random drug testing
If the position requires the employee to possess a CDL as part of their job duties, they may be subject to a pre-employment drug/alcohol test as well as placed on the random drug testing list. Contact Human Resources prior to hiring an individual that is required to possess a CDL to perform job duties (Anna Peterson, apeterson@uidaho.edu ).
Social Security Number Processing Changes for International Students
In recent months the Social Security Administration (SSA), has changed the process for international students applying for a Social Security Number (SSN). Social Security Numbers are assigned to people who are authorized to work in the United States (U.S.).
If the international student is in the U.S. on an F-1 or J-1 visa and is eligible to work on campus, they must provide certain documents to the SSA official with their application. These documents include obtaining a specially written letter from the employer on departmental letterhead with an original signature. The letter must also be stamped and signed by a Designated School Official (DSO) from the International Programs Office. The student must show the SSA officials this letter and the original port of entry documents (DS-2019, I-20, I-94, passport, and U.S. visa), in order to apply for a SSN.
The specially written letter from the employer must include the following:
· Date
· Must be on employers letterhead
· Identity of student employee must be made clear
· Nature of the job the student is, or will be, engaged in
Anticipated or actual employment start date
· Number of hours the student is expected to work per week
· Employee identification number (EIN). The UI’s EIN number is 82-6000945
· Employer contact information, including the telephone number and the name of the F-1 or J-1 student’s immediate supervisor
· ORIGINAL signature and title of the person signing the letter
· After obtaining this letter, the student must take the letter to the International Programs Office to be stamped and signed by a DSO.
Without these exact details in the letter, the Social Security Administration will deny the student’s Social Security Application.
International Programs has developed a sample Social Security letter for departments to issue international students needing a SSN. www.hr.uidaho.edu, Forms and Files, Category, Student and Temp Forms.
For more information go to the Social Security Administration website at www.ssa.gov/pubs/10181.html
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