Welcome to a new academic year! As we embark upon what promises to be yet another great year, we want to offer some helpful and friendly reminders regarding both policies and best practices when it comes to hiring students. To try to make it as easy as possible, we’ve created this handy-dandy Do’s and Don’ts resource for you!
Please remember: Student employees must abide by the policies outlined in the Student Handbook through the Office of Student Rights & Responsibilities.
The most important DO of them all: DO HIRE STUDENTS!
They are our #1 campus asset and being able to offer them employment during the academic year is a win for us and them!
| DO’s | DON’Ts |
|---|---|
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Post all student job openings on Handshake – Please use the Center for Career Engagement’s Teams Channel as it’s your best resource for Handshake and hiring student employees. 👉 Supervisors | Student Employment Services (for Supervisors)_365 (Microsoft Teams) |
Don’t guarantee a job to a student before posting it on Handshake. |
| Once the student has the job, they MUST connect with Career Engagement for paperwork completion. Student employees are no different than any other employee and are required to complete a W4, I-9, etc. |
Don’t allow the student to start working prior to all paperwork being finalized with Career Engagement. Note: This creates a number of administrative difficulties for both CCE and Payroll, and risks the College being out of compliance. |
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Set up the student timesheet in CNAV DURING THE PAY PERIOD in which they begin working! 👉 Find pay schedules and deadlines here |
Don’t set up the timesheet in CNAV after the pay period ends and then allow them to fill in the previous time. Note: CNAV will allow you to do this, BUT the timesheet will not process for Payroll. |
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Give your students valuable working hours in line with your original posting on Handshake. Be mindful of the hours provided for our international students as they often have more than one position on campus and limits on the number of hours allowed to work each week. |
• Don’t allow international students to work more than 20 hours/week during the academic year. |
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Remind the student employees that it is their responsibility to complete their timesheet after every shift of work. |
Don’t allow students to work OFF campus, remote work is not permitted for any student employees. All student employment must be performed on campus, unless specifically arranged through the Financial Aid office. |
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Encourage students to set reminders on their phone to approve their timesheet no later than 10:00 a.m. on alternating Mondays (starting 9/8). |
Don’t allow for “just turning in a late timesheet.” Note:Late timesheets will result in the student being paid 2 weeks later than the current pay period.
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Set a reminder on your own calendar to approve your student employees’ timesheets no later than noon on alternating Mondays (starting 9/8). |
Don’t be late approving timesheets! Timesheets without supervisor approval will NOT be processed and it will delay payment. |
Additional Resources:
Payroll Website: The links on the left side of your screen lead you to very helpful information, timesheet tutorials, FAQs, and forms! Contact the Payroll Team by emailing payroll@gettysburg.edu when you run into questions that our website cannot answer.
Career Engagement Website: For more specific information, please use this link for guidance as a supervisor of student employees. If you find yourself with more questions about Handshake or the hiring process itself, please reach out to career@gettysburg.edu.
What does student employment look like?
Student employment can vary depending on the type of work at hand. That said: It’s critical that you, as their supervisor, are hiring them in the right classification to ensure the student is paid correctly AND the College is in compliance with federal employment regulations!
| Employment (Hourly wages) | Fellowship (Stipend) |
|---|---|
| Key points: | Key points: |
| Position provides a service to the College | Best described as an educational experience for the student to develop skills and aids in their pursuit of study or research |
| The College is the primary beneficiary of the services or activities performed | Letter issued to student as the selected recipient of the fellowship |
| On Campus Internships are considered employment as work being performed benefits the College | Letter includes stipend amount and any additional stipulations for the fellowship itself (template can be provided from Financial Services) |
| Hours are scheduled/assigned by supervisor | Off Campus Internships paid by the College are considered Fellowship as the work performed does not benefit the College |
| Tasks are directed by supervisor | Payment to the student is made through Accounts Payable NOT Payroll |
| Completes a timesheet | Fellowship can be performed on or off campus |
| Potential tax implications: Domestic students may be responsible for taxes – details in the fellowship letter. | |
| International students - a W-8BEN is required from all international students prior to stipend being issued and are typically subject to Federal Tax Withholding |