Chapter 4 – Student Employees
All newly appointed University employees must have their identity and their eligibility to work in the United States verified. The United States Citizenship and Immigration Services (USCIS), formerly known as Immigration and Naturalization Service (INS), Form I-9 is used to verify the employee's identity and eligibility to work.
The I-9 form must be completed by the third day of employment. Failure to complete the I-9 form in a timely manner or at all may subject the hiring department to penalties and fines from the federal government for failing to provide proof of work authorization. If a person is appointed who is not eligible to work, his or her employment must be terminated immediately upon learning he or she is not authorized to work. It is the hiring department's responsibility to ensure that a completed I-9 form is submitted to the Payroll Office.
- At the end of the pay period, the employer should submit the completed Employee Time Record (ETR) to University Payroll. This is done via Employee Self Service or by electronic transmission. Every effort should be made to submit the ETR by the due date on the biweekly payroll schedule.
- Employee time records for both work-study and part-time hourly student employees should always have the routing signature of the supervisor or the designated departmental representative who is authorized to approve time record payments.
- Documentation must be retained by the department in order to provide the employee with an opportunity to verify the work hours submitted for payment and discuss discrepancies, if any exist. The student's signature can be provided on the ETR submitted to University Payroll. If the student's signature is not provided on the ETR sent to University Payroll, the student will still be paid for the hours submitted, but documentation must be maintained by the employing department on an internal log of work hours. This record is to be kept on file in the department for three years and made available for audit upon request.
(See also III-30 Student Employee Grievance Procedure.)