Student Employment Staff
Students as Part of the University’s Work Force
Employed in virtually all departments, students are a vital part of the University of Connecticut’s work force. Students work in positions covering all aspects of University functions: research, administration, information technology, fiscal management, library, maintenance, recreation/athletics, social services, academic services, public services, and the arts. Positions range from trainee level to supervisory and highly technical levels.
Students on both the Student Labor and Work-Study payrolls are considered temporary, non-exempt hourly workers. Students under these payrolls do not receive benefits such as holiday pay. They must be paid time-and-a-half for hours worked over forty per week.
Equal Employment Opportunity / Non-Discrimination Policy
In the employment of UConn students in any capacity, both on and off-campus, all employers/ supervisors must adhere to the policies within this Student Employment Guide, the University Code of Conduct, the State Code of Ethics, and other relevant policies.
A summary of part of the University’s Affirmative Action and Equal Employment Opportunity policy follows. Full descriptions of all policies are available via the University of Connecticut Policies e-Library.
University policy prohibits discrimination in education, employment, and in the provision of services or harassment based on race, color, religion, age, sex, marital status, national origin, ancestry, sexual orientation, physical or mental disabilities, including learning disabilities, mental retardation, past/present history of mental disorder or any other protected class.
Any employee, student or other member of the University community, injured by the discriminatory or harassing behavior of an employee may file a complaint with the Office of Diversity and Equity, 241 Glenbrook Road, Unit 2175, Storrs, CT 06269-2175, (860) 486-2943, TDD/TT (860) 486-6435.
Similar complaints against students should be filed under the Student Conduct Code with the Office of Community Standards, 233 Glenbrook Road, Unit 4119, Storrs, CT 06269-4119, (860) 486-8402. Alternatively, individuals may file a complaint with the line administrator in the unit/division in which the incident occurred.
Conflicts of Interest and Nepotism
In the employment of UConn students in any capacity, both on and off-campus, all employers/supervisors must adhere to the policies within this Student Employment Guide, the University Code of Conduct, and other relevant policies. It is acknowledged that individual departments may also have unique policies and specific codes of conduct by which student employees must abide.
Below is a summary of some policies regarding matters of conflicts of interest. This is not an exhaustive list. Full policy descriptions are available online: University of Connecticut Policies & Procedures.
- No employee is permitted to supervise, either directly or indirectly within the line of supervision, a relative working in another state position.
- According to the “Use of Students in Outside Employment” policy, University employees who wish to employ students in non-University activities must disclose their intention to their Department Head/Dean prior to employing the student to avoid conflicts of interest. This disclosure should be made in writing to the Department head/Dean or the appropriate University official.
- Student employees may not take any official action that will result in their personal financial benefit or the financial benefit of an immediate family member.
- Student employees are also prohibited from accepting gifts valued over $10 from persons doing business with the University, if such gift is provided solely upon the student’s employment at the University, and if the gift was provided with the intention to influence the student’s official actions on the job.
- Student employees may not disclose confidential information to any third party without permission from his/her supervisor.
The student labor payroll is open to all University of Connecticut students regardless of financial need. Positions are funded through the hiring department’s own funds. Students may work at the Storrs campus or any of the regional campuses.
The Work-Study payroll is a federally funded financial aid work program for students with a demonstrated financial need, as calculated by the Office of Student Financial Aid Services. It is awarded based on student need, enrollment status, and available funding. Work-Study students may work at any UConn campus or at approved off-campus non-profit, federal, state, or municipal agencies. Students wishing to work at an off-campus agency must contact the Office of Student Financial Aid Services – Student Employment area staff to initiate the appropriate contract/employment paperwork. Students may not work at any off-campus agency before receiving approval from Student Employment.
Each fall semester, a deadline is established by which time students must secure a Work-Study position in order to retain their Work-Study awards. Contact the Office of Student Financial Aid Services – Student Employment for specific dates or refer to the FAQ section of this website.
The types of positions available, and the pay scale, are identical under both student labor and work-study payrolls. Students can obtain information regarding available student labor and work-study positions by clicking here.
Students on both the Student Labor and Work-Study payrolls are considered temporary, non-exempt hourly workers. Students under these payrolls do not receive benefits such as holiday pay or sick leave. They must be paid time-and-a-half for hours worked over forty per week.
Advertising Available Positions
In order to meet the requirements of affirmative action and equal opportunity, available positions must be advertised via the Office of Student Financial Aid Services – Student Employment for at least a two-week period. Supervisors who are rehiring former student employees, and who are NOT seeking new candidates for their available position(s), are not required to advertise.
Employers who have been approved to use the online advertising system may log in and post ads 24 hours a day. Postings will be reviewed by Student Employment before they “go live”. On-campus departments and off-campus community service employers who have not yet been approved to use this site may request access by a href=”https://uconn.studentemployment.ngwebsolutions.com/JobXRequestLogin.aspx” target=”blank”>clicking here.
Employers with questions about how to post ads may find answers in the Employer User Manual, or can call Student Employment at (860) 486-3474.
Student Job Classifications (I, II, III, IV)
Each position is assigned a job code that identifies the class and type of position. When a position is advertised, or filled, the department must identify the position by the job code that fits the class level and position type. For example, if you wish to hire a student as a Student Administrative Trainee, the appropriate job code would be 111.
The job code and pay scale classification system is divided as follows:
Class I – Job codes beginning with “1” (one) are considered Class I positions, and are entry or trainee level positions requiring no skill or experience.
Class II – Job codes beginning with “2” (two) are considered Class II positions, and require a reasonable degree of skill and prior experience. These jobs entail a fair amount of responsibility on the part of the student.
Class III – Job codes beginning with “3” (three) are considered Class III positions and require a higher degree of skill. Class III jobs may entail an extensive amount of responsibility with less supervision than needed at the Class II level. Students will be performing skilled tasks in supportive technical, laboratory, administrative, or other specialized roles.
Class IV – Class IV job descriptions are non-standardized and are written by the hiring department. Class IV positions require skill, knowledge, and/or training in specific scientific, academic, or specialized areas. These jobs may help prepare the student for a professional career related to that student’s academic program. The student will be performing work that is predominately intellectual, non-manual, and non-routine. Students working in these advanced-level positions require only general supervision and may be expected to exercise discretion & independent judgment.
For more information about Class IV positions, click here.
For a full listing of Job Descriptions and corresponding Job Codes, click here.
For more information about pay rates, click here.
Class IV Advanced Level Professional Training Position
Class IV positions require skill, knowledge, and/or training in specific areas. These jobs may prepare the student for a professional career. Work performed under this classification is different from other student labor and Work-Study jobs as standard job descriptions do not exist for these positions. Supervisors wishing to hire new students under an advanced level professional training position should provide detailed information regarding the position’s duties and requirements as part of the advertising process. This will clearly illustrate to applicants how the position differs from other jobs at the Class III level within that same job category.
On-campus departments do not need Student Employment’s approval to hire or promote specific students to advanced-level positions. Employers should maintain Class IV job descriptions within students’ personnel records filed within the department.
Students working in Class IV positions do so under the general supervision of an administrative official or faculty member. Such officials shall delegate and review work, as well as conduct work performance evaluations.
Examples of Duties
Students in advanced-level positions may perform work in a scientific, academic, or specialized area that is predominantly intellectual, non-manual, non-routine, and/or requires some independent judgment.
(Examples: Develops computer programs for administrative or academic offices; conducts statistical or scientific research in support of departmental projects or operations; manages and prepares curriculum for child development classroom; assists in preparation of materials and cases to be tried by staff attorneys; using standard bookkeeping and accounting methods, maintains and audits financial records & prepares financial and tax reports; engages in the development of a complex departmental system; participate in highly technical or scientific projects)
Student Job Descriptions
For a full listing of Job Descriptions and corresponding Job Codes, click here.
Student Labor / Work-Study Pay Scale
Students are paid based on an established pay scale. The rate of pay for a position is based on the skills and level of experience required for the position, regardless of whether earnings are paid through the work-study or student labor payrolls. The pay rate is determined by the hiring supervisor and is subject to approval by the student employment staff in the Office of Student Financial Aid Services.
Note: this pay scale is effective 1/01/2014
Class, Requirement, and Pay Rate
|Level of Job||Current||Future
|Class I (trainee level)||$8.70||$9.00|
|Class II (assistant level)||$8.85-$10.05||$9.15-$10.35|
|Class III (specialist level)||$10.10-$12.05||$10.40-$12.35|
|Class IV (advanced level)||$12.10-$27.40||$12.40-$27.70|
Guidelines for Determining Pay Rates
- Refer to the Student Job Description Catalog for student job codes, job titles, and job descriptions. Positions are categorized by job type and correspond to the following pay rate classifications:
100 level positions (Class I) – Entry-level, no prior experience required
200 level positions (Class II) – Routine tasks, direct supervision required
300 level positions (Class III) – Intermediate-level, less supervision
400 level positions (Class IV) – Advanced-level positions, with duties specific to a particular student (no standard job descriptions – individual descriptions developed by departments)
- It is recommended that departments develop a pay plan to ensure that student employees are compensated fairly.
- Students performing work within a specific pay class cannot be paid a rate higher than the maximum rate within the assigned pay class.
PAY RAISES (within the same pay classification)
The decision to award a pay raise is at the supervisor’s discretion, and does not occur automatically. To award a pay raise, on-campus employers may modify the hourly rate for a current payroll authorization in the Winja system. Due to system constraints, pay raises cannot be retroactive. Off-campus Work-Study employers should contact Student Employment to process pay raises.
PROMOTIONS (to a higher pay classification)
The decision to promote a student is at the supervisor’s discretion, and does not occur automatically. To promote a student, on-campus employers may modify the job code and the hourly rate for a current payroll authorization in the Winja system. Off-campus Work-Study employers should contact Student Employment to process promotions.
Important: If a student is currently employed with your department under an active payroll authorization, you cannot enter a pay raise or promotion in the Winja System with a retroactive start date. Please check the Winja dates for entry online at www.payroll.uconn.edu.
Enrollment Requirements for Student Labor Payroll
- UConn students matriculated in a degree-seeking program with “active” student status are eligible to work on the Student Labor payroll. Students in a degree-seeking program may work during summer sessions without enrolling for summer courses, as long as they will be enrolled for credit in a degree-seeking program for the fall semester.
- Students with statuses other than “active” in the Student Administration system are not eligible for employment on the Student Labor payroll. These statuses include, but are not limited to “completed program,” “dismissed,” “suspended,” “withdrawn,” etc.
- Students who are only auditing a course or finishing incomplete coursework, are eligible for Student Labor positions only if they have “active” student status in the Student Administration system.
- Students participating in the Cooperative Education Program are eligible for Student Labor positions only if they have “active” student status in the Student Administration system.
- Incoming freshmen and graduate students may work during summer session(s) provided they have been formally admitted and have accepted admission for the fall semester.
- Students enrolled as non-degree students (including students in certificate programs) may only work during semesters in which they are enrolled in classes. Non-degree students on the Student Labor payroll must be enrolled for a minimum of one credit each semester, including each summer session.
- International students enrolled in the UCAELI (English as a Second Language) Program are eligible to work during the period they are enrolled in the program (or preceding the start of the program). To process a payroll authorization in the Winja system for a UCAELI student, the hiring department must submit a copy of the invoice from the UCAELI Program showing the dates of enrollment and documention a student is paid in full to the Office of Student Financial Aid Services – Student Employment.
- There are rare circumstances in which students enrolled for credit at another educational institution may be employed on the Student Labor payroll. See Hiring Non-UConn Students for more details about this policy.
Processing Deadlines for Payroll
Refer to Payroll Winja Date Deadlines online at www.payroll.uconn.edu.
Timely Entry of Student Payroll Authorizations:
Payroll authorizations for students already having a student payroll record must be entered into Winja by the second Tuesday of a pay cycle in order for time cards to be generated via FOCUS for that pay period. At the time of authorization entry, the Winja system provides the employer with feedback about any need for additional pre-employment paperwork. All paperwork must be received and processed by the last Tuesday of a pay period in order for FOCUS timecards to generate.
Payroll authorizations for brand-new student employees (without existing payroll records) must be entered by the second Monday of a pay cycle in order to generate timecards, provided that the student has completed any required employment forms and this paperwork has been processed. At the time of authorization entry, the Winja system will provide the employer with feedback about the need specific pre-employment paperwork. All paperwork must be received and processed in Student Employment by the last Monday of a pay period in order for FOCUS timecards to generate.
Departments entering payroll authorizations in Winja after the deadline should plan to wait up to four weeks to receive the student’s first time card, and up to six weeks to receive the student’s first paycheck.
Note: There may be earlier submission deadlines during specific holiday periods.
Delays in submitting I-9 forms and other pre-employment paperwork could result in continued “holds” on a student’s payroll authorization, further delaying payment. Only when the necessary paperwork is processed will timecards generate for a student.
Timely Entry of FOCUS Timecards:
Bi-weekly pay periods begin on Friday and end on Thursday.
Typically, the employing department will receive the student’s first FOCUS payroll data entry screen(s) within two weeks of the date the student’s online payroll authorization is entered, providing that all the necessary pre-employment paperwork has been processed by the deadlines described above. The FOCUS screens, usually available on the second Wednesday of a pay cycle, will include the current and any authorized backdated pay period(s).
Supervisors are responsible for entering all student time sheet data in the FOCUS Student Payroll Time Card System upon the completion of each pay period. Once the hours have been entered and reviewed, the supervisor must “freeze” the online time card file in order for the data to be transmitted to the Payroll Office. The usual deadline to freeze the time card file is 12 noon on the Friday following the close of the pay period.
Note: There may be earlier submission deadlines during specific holiday periods. Notices regarding early deadlines (e.g., due to holidays) will be sent by the Payroll Office. Supervisors are encouraged to announce early deadlines to their student employees, as the information becomes available.
When Timecard Entry Deadlines are Missed:
If the deadlines above are not met, student paychecks will not be issued on time. Supervisors may enter completed hours for previous pay periods once the payroll records are available for the following pay cycle. Time card data entry screens remain in the FOCUS system for three pay cycles, after which they are purged. If the time card record has been purged, hours must be submitted on a “Student Payroll Time Report” to the Payroll Office (available via www.payroll.uconn.edu) for manual entry. Payment for hours submitted on a Student Payroll Time Report can be expected within four (4) to six (6) weeks from the date of submission.
Student Payroll Authorizations
- Students must not begin work before the Student Payroll Authorization has been entered online via the Winja system and any required employment documentation (e.g., I-9s, W-4s) has been submitted to the Office of Student Financial Aid Services – Student Employment. Delays in completing I-9 forms and other pre-employment paperwork will result in a “hold” on a student’s payroll authorization, delaying payment.
- To create a Winja account or to report difficulties with the Winja system, designated administrators should contact Maribel Ortiz in Payroll (486-1139).
Entering Student Payroll Authorizations:
Payroll authorization entry should occur after the student has accepted a student labor or Work-Study job. Delays in authorization entry may result in late timecard generation and delays in payment of student wages. Deadlines for payroll authorization entry may be found in Processing Deadlines for Payroll within this guide.
Departments must have the following information to enter an authorization in Winja:
- Funding Source for Payment – If the student does not have a Work-Study award, the student may only be employed on the student labor payroll. If a student’s Work-Study award has been expended, the student must be paid for hours worked via the department’s student labor funds. Departments should track Work-Study earnings balances to facilitate timely entry of student labor authorizations as needed.
- Start and End Dates – Bi-weekly pay periods begin on Friday and end on the second following Thursday. In the Winja system, all start and end dates must correspond to payroll time periods. For example, if a student begins working in the middle of a pay period, indicate the student’s authorized start date as the first date of that pay period.
For Work-Study students, the start and end dates for payroll are specific to the award period. The Work-Study end date will always be pre-populated in the Winja payroll system. If the Work-Study student begins employment in the middle of an award period, the start date should correspond to the pay period start dates.
- Payroll Authorization Amounts – For student labor authorizations, this field may be left blank. Conversely, departments have the option to indicate the projected earnings to be encumbered during the authorization period. This will not prevent departments from paying over the authorized amount, but will allow the designated amount to be encumbered within the FRS system.
For Work-Study authorizations, any unencumbered Work-Study amount designated for that student will automatically populate in the authorization amount field.
Departments may check the Winja system to verify total Work-Study award amounts for students. Students planning to earn their Work-Study awards in more than one position (either concurrently or sequentially), should complete the appropriate form (Split or Unencumber) to communicate their wishes to the Office of Student Financial Aid Services – Student Employment.
- Financial Record System (FRS) Coding – Departments should contact the Accounting Office (486-2937) with any questions regarding FRS codes.
- Job Code – Must correspond with the job title and duties specific to that position. Refer to the Job Descriptions for details.
- Pay Rate – Must correspond with the student’s job duties and the job code given. For more information about pay rates, refer to the Student Labor / Work-Study Pay Scale.
- Payroll UBox – These differ from mailing unit codes. Questions about Payroll UBox codes should be directed to Maribel Ortiz in Payroll (486-1139).
- Winja will perform a check during the authorization entry to determine whether or not the student is an active UConn student. Please refer the the following sections of the Guide for details about student payroll eligibility: “Enrollment Requirements for Students Hired on the Student Labor Payroll” and “Federal Work-Study Employment”
- Non-UConn students should not begin work until approval has been received from the Office of Student Financial Aid Services – Student Employment. Refer to Hiring Non-UConn Students for details.
Lump Sum Payments:
In very unusual circumstances, lump sum payments may be made to students on the student labor payroll. Lump sum payments are reserved for students who perform certain short-term jobs, and who are not employed over a prolonged period of time. For example, a student who might sing or play an instrument at a reception would qualify for a lump sum payment. Lump sum payments may require prior approval from the Office of Student Financial Aid Services – Student Employment before the online payroll authorization will be approved. Only jobs that meet the required criteria will be considered for lump sum payment. All other jobs must conform to the hourly wages outlined on the student employment pay scale, to ensure that students are paid fair and equal hourly wages.
When entering a lump sum payroll authorization, special job codes must be used. These include “901″ (in the case of one lump sum payment made to the student), “902″ (in the case of 2 equal lump sum payments), “903″ (3 equal lump sums to be paid), and “904″ (4 equal lump sums to be paid).
Students having Non-Resident Alien status may be able to work at the University if the conditions of their Visas allow. Per US Citizenship & Immigration Service regulations, violations of the student’s Visa conditions could ultimately result in deportation.
Immediately upon hire, departments should enter payroll authorizations for international students, utilizing the placeholder “99x-xx-xxxx” number in the Student Administration system. Contact Student Employment at (860) 486-3474 with questions about placeholder Social Security numbers for this purpose.
Student Employment does not complete form I-9′s for international students (non-resident aliens). When an international student is hired, the student must contact Payroll representatives Karla Desjardins (firstname.lastname@example.org – 860-486-5763) or Ellen Lowe (email@example.com) to set up an appointment to complete all necessary I-9 and tax documentation. Email is the preferred mode of communication for this purpose.
Payroll offices are located on the third floor of the Budds Building on the Storrs campus. Employing departments at the regional campuses must send I-9 and tax information to Karla Desjardins in the Payroll Department (U-2111) for approval. After these documents have been completed and processed by Payroll, they will be sent to the Office of Student Financial Aid Services – Student Employment for record keeping.
The student’s payroll authorization will not be approved until all items are reviewed. The student must not be allowed to begin work until the hiring department receives acknowledgment from Payroll that the student is eligible to work. If the student is allowed to work before authorized, the student’s eligibility to remain in this country may be jeopardized.
Social Security Numbers
Pending Payroll approval, new international student employees may work for up to 90 days without a permanent social security number. A placeholder “99x-xx-xxxx” number is assigned to them in the Student Administration system until a true SSN is obtained.
Employers who have received approval to hire an international student from Payroll must then send UConn’s Department of International Services and Programs (DISP) documentation of the job offer in order for the student to apply for a permanent social security number. The letter may be mailed to U-3083 or faxed to (860)486-5800 and should include:
- Student Name
- Description of job duties
- Supervisor’s name and phone number
- Anticipated start date
Using the above information, UConn’s Department of International Services and Programs (DISP) will draft a letter for the international student to take to the Social Security Administration (SSA). The nearest SSA office is located at 1320 Main Street, Willimantic, CT 06226. Questions about this process may be directed to the Department of International Services and Programs at (860) 486-3855 or by calling the Social Security Administration at (800) 772-1213.
Work Schedules for International Students
Per US Citizenship & Immigration Service regulations, working off-campus or for more hours than a student’s Visa allows may be a violation of the student’s status that could ultimately result in deportation. Please note:
- International students may only be employed in on campus positions.
- During the fall and spring semesters, international students may not work more than twenty (20) hours per pay week, Friday through Thursday, in all jobs combined (including graduate assistantships). If employed by more than one department or under multiple payrolls, the student must arrange his/her schedule with each department and under each payroll so that the combined hours worked in all positions does not exceed twenty hours per pay week.
- During intersession, spring break, and summer, if the student is eligible and intends to register for courses for the next semester, an international student may work full time, up to, but not more than, forty (40) hours per pay week, Friday through Thursday, in all jobs combined.
The Immigration Reform and Control Act of 1986 (IRCA), as amended by the Immigration Act of 1990 (IMMACT 90), requires all employers to verify the identity and employment eligibility of their employees – including students. As a means for verifying that an individual is eligible to work in the United States, the United States Citizenship & Immigration Services (USCIS) developed the Form I-9, Employment Eligibility and Verification.
It is the responsibility of the University (or a designee) to verify that all individuals hired are eligible for employment in the United States before they begin work. This verification is accomplished through the review of original documents proving identity and eligibility to work in the US. Only USCIS-approved original documents may be used for verification and I-9 completion. Lists of approved documents may be found on the I-9 form or in the FAQ section of this website. Please note that photocopies of documents are not acceptable, per USCIS regulations.
Newly Hired Students
Storrs campus students who are brand new to the Student Labor or Work-Study payrolls must report to the Office of Student Financial Aid Services – Student Employment to complete the I-9 form prior to or on their first day of work. Students at the regional campuses should report to their designated business/ employment offices to complete form I-9. Supervisors should ensure that students bring the appropriate original supporting documentation.
If the student previously worked on either payroll (Work-Study or Student Labor), but has had a significant break in service, the student’s I-9 form must be updated. If there has been a significant break in service, a reverification of the old form I-9 or new form I-9 must be completed. In either case, supervisors must instruct the student to report to the Office of Student Financial Aid Services – Student Employment with original documents prior to or on their first day of work.
If the student has been employed continually at UConn, without any significant breaks in service, an I-9 update is not required unless the student has changed his/her name or employment eligibility status (e.g., citizenship status).
Students Currently Employed as Graduate Assistants
If an original Form I-9 was completed and sent with the Graduate Assistant Payroll Authorization to the Payroll Department/ Department of Human Resources, there is no need to complete another Form I-9, unless the student is no longer active on the Graduate payroll (i.e., there has been a break in service).
Student Labor Encumbrances
The payroll system does not automatically compute an encumbrance amount for student labor positions. The hiring department may specify a projected encumbrance figure in the “Award Amount” box located in the Winja system, though this is not required. If additional information is required regarding encumbrances, please contact the University Payroll Office at www.payroll.uconn.edu
Federal Work-Study Employment
ELIGIBILITY FOR WORK-STUDY
Federal Work-Study is awarded as part of a student’s financial aid package. Awards are based on financial need and in order of application filing date. Any changes in a student’s financial aid package may result in a decrease in Work-Study funding, and may require the student to be removed from the Work-Study payroll.
Students must be enrolled full-time at the end of each semester’s Add-Drop period in order to maintain eligibility for Work-Study. Typically, a student’s enrollment status will be confirmed on the tenth day of the fall and spring semesters. Students enrolled less than full-time on “Day 10″ will have their Work-Study award canceled for that semester. Exceptions are made for graduate students in the Schools of Social Work and Law, who must have half-time status. Exceptions may also be made for students with waivers from the Office of Students with Disabilities.
If a student withdraws or is dismissed from the University at any point during the award period, s/he will be removed from the Work-Study payroll, and the Work-Study award will be canceled for the remainder of the academic year.
Students may apply for summer Work-Study funds, providing they will be enrolled full-time during one or more of the summer sessions. Exceptions are made for graduate students in the Schools of Social Work and Law, who must have half-time status.
Work-Study funds may be earned for any on-campus job. Students must fill out an application for each Work-Study position in which they have interest. The types of jobs and pay ranges are identical to those for the Student Labor payroll.
Students having Work-Study may also elect to work off-campus in a variety of community service positions at select non-profit, state, municipal, and other governmental agencies. Students may apply online for advertised positions or may contact Student Employment for assistance in finding an off-campus position that meets their interests. Students seeking off-campus work-study community service employment must receive authorization from Student Employment prior to beginning work. For more information, call (860)486-3474.
EARNING WORK-STUDY FUNDS
Students may only earn their Work-Study funding during the dates for which their awards may be activated. Specific dates may be found in the Forms and Guides section of this website, or may be obtained by calling or emailing the Office of Student Financial Aid Services – Student Employment Unit. Work-Study awards may not be carried over from year to year even if they are not earned in full.
If a student is enrolled full-time and awarded Federal Work-Study for the entire academic year, the student’s award is typically divided equally between the fall and spring semesters. The student’s earnings for the fall semester will be limited to the fall portion of the award. Any unearned portion of the fall award will be carried into the spring semester. Students may begin earning the spring portion of the award during the winter break, provided the student will be enrolled full-time during the spring semester.
If a student is awarded Work-Study for one semester only, s/he may only be employed under Work-Study during that semester. Summer Work-Study is considered a separate semester. Specific Work-Study dates may be found in the Forms and Guides section of this website, or may be obtained by calling or emailing the Office of Student Financial Aid Services – Student Employment Unit.
WORKING IN MULTIPLE WORK- STUDY JOBS
Students employed on the Work-Study payroll may earn their funds in more than one Work-Study job.
Students wishing to work two or more concurrent jobs, the student must complete an “Authorization to Split Work-Study Award” form (in the Forms and Guides section of this site). Students should indicate how much Work-Study they wish to earn at each job; the total authorized for all jobs should equal the total Work-Study award. The form should be returned to the Office of Student Financial Aid Services – Student Employment for processing.
Students wishing to leave one Work-Study job to begin another should complete the “Unencumbering Work-Study Funds” form (in the Forms and Guides section of this site). This information will allow the Office of Student Financial Aid Services – Student Employment to compute the remaining amount of Work-Study funds available to apply towards the new position. This form should be returned to the Office of Student Financial Aid Services – Student Employment for processing.
Requests for student employment verification are completed by Student Employment. Current and former students’ employment information is protected by the Family Education Rights and Privacy Act, P.L. 93-380, CFR 34 99.3 (b)(3)(i) due to the primary student/institution relationship. Requests must be submitted in writing and include:
- A SIGNED release by the student
- An identification number such as the student’s UConn Payroll ID, Social Security number, etc.
Employment verification requests may be faxed to (860) 486-6253, “Attention: Student Employment”. Depending on the volume of requests, receipt of verification may take up to five business days.
Employment verifications for bar licensing examinations associated with the legal professional should be submitted to Student Employment. They will then be routed to the Dean of Students for conduct review. Pertinent forms and requests should be submitted in writing to:
Student Employment Unit
Office of Student Financial Aid Services
University of Connecticut
233 Glenbrook Road, U-4141
Storrs, CT 06269-4141
Hiring Non-UConn Students
University of Connecticut students have first priority for student labor positions. Approval to hire non-UConn students will be limited to exceptional circumstances only. Individuals who are not enrolled at either the University of Connecticut or another school or college may not be employed on the student labor payroll.
All student positions must be advertised for at least a two-week period. If the department is still unable to fill the position with a UConn student after 14 calendar days, and the supervisor wishes to hire an eligible candidate from another school, the hiring department must submit a “Request to Hire a Non-UConn Student” Form (available by clicking here) prior to hiring the student. If the position has not been advertised for the required two-week period, the request to hire a non-UConn student will be denied.
To be considered for a student labor position, a non-UConn student must demonstrate one of the following enrollment statuses:
- registered for credit in a college degree-seeking program
- registered for credit in non-degree college course work
- enrolled in high school
Candidates taking only non-degree college coursework and not matriculated in a degree-seeking program are only eligible to work during the periods in which they are actually enrolled in classes. The hiring department must submit the “Request to Hire a Non-UConn Student” Form along with documentation to verify the student’s enrollment in high school or college.
Non-UConn students may be hired and authorized to work for only one semester at a time during the academic year. Non-UConn students employed at the end of the fall semester may not be authorized to work beyond the end of the winter break without submitting proof of enrollment for the spring semester. Payroll authorizations for non-UConn students should not be renewed unless the hiring department has made attempts to attract qualified UConn students by re-advertising the position.
Please note that departments hiring high school students under the age of 18 must also comply with state regulations regarding employing minors.
Guidelines for Employing Minors Under 18 Years of Age
HIRING MINORS UNDER 18 YEARS OF AGE
The University of Connecticut may not employ minors under the age of 16.
UConn students under the age of 18 do not require a Statement of Age (commonly referred to as “working papers”) to secure a job. However, they may be prohibited from engaging in certain job duties (outlined below).
A student employee under 18 years of age who is not a UConn student must not begin work until the department has received confirmation from the Office of Student Financial Aid Services – Student Employment that the minor meets all eligibility requirements to work. All non-UConn students must obtain special approval from Student Employment (via prior submission of the “Authorization to Hire a Non-UConn Student” form). All non-UConn students approved to work on the student labor payroll must submit proof of enrollment for each semester in which they are approved to work. (See Hiring Non-UConn Students for details)
Non-UConn students under age 18 must also obtain a Statement of Age before they can begin work. Typically, the Statement of Age may be obtained through the student’s high school or town hall. Do not allow the student to begin work until the Office of Student Financial Aid Services – Student Employment has reviewed the Statement of Age.
Minors are restricted not only in the type of work they may perform, but also in the number of hours they may work. The following section outlines some of the state and federal requirements that are most applicable to student jobs at the University. If you have any questions regarding a specific type of job that has not been addressed in the following sections, contact the Office of Student Financial Aid Services – Student Employment directly for more information.
RESTRICTION OF HOURS FOR MINORS
Individuals under the age of 18, who are high school graduates, are not restricted in the number of hours they may work.
16 or 17 year old minors who are still enrolled in high school are prohibited from working:
- more than six (6) hours per day on a school day, and eight (8) hours any other day
- more than thirty-two (32) hours per week
- before 6 a.m. or after 10 p.m.
TYPES OF EMPLOYMENT
This information pertains to both UConn students and high school students:
Office and Clerical Work
Minors 16 and 17 years of age may be employed to conduct general office work, including the use of a personal computer, typewriter, and/or other office equipment (e.g., mail postage sorter, photocopier). All equipment installed within five feet of a water pipe must be properly grounded.
Agriculture, Landscape, Gardening, Farm Labor
Minors 16 and 17 years of age may be employed to:
- perform general yard work and grounds maintenance, including use of hand garden tools, walk-behind reel and rotary lawn mowers (electric or power), nylon-cord weed wackers (electric or power), and planting shrubs
- work around and wash down farm animals, feed animals, sweep and clean stalls (as long as properly trained)
Driving, Transportation, Automotive Maintenance, and Repair
Minors 16 years of age may not operate a motor vehicle as part of their employment. Minors 17 years of age may be employed to:
- drive, with a valid license, limited up to 3/4 ton truck
- perform island work (dispensing gasoline, oil)
- change passenger car tires only (not on lift)
- clean and wash motor vehicles with nonflammable liquids
- prepare cars for spray painting – masking and sanding only (no spraying or welding)
- ride only in cabs of trucks
Minors 16 and 17 years of age are prohibited from:
- operating a fork lift truck
- driving construction equipment, tractors
- working underneath cars or in pits
- changing truck tires
- riding in trucks other than in the passenger cab
- cleaning and washing motor vehicles with flammable liquids
Warehousing and Storage
Minors 16 and 17 years of age may be employed to:
- work jobs in connection with warehousing and storage.
Minors 16 and 17 years of age are prohibited from:
- operating a fork lift truck
- managing or operating an elevator (freight or passenger) running at a speed over two hundred feet per minute
Janitorial, General Labor Work
Minors 16 and 17 years of age may be employed to:
- perform window cleaning using not more than a 6 foot stepladder
- use vacuum cleaner, floor buffer, wet n’ dry vacuum, if properly grounded
Minors 16 and 17 years of age are prohibited from:
- working in or about boiler or engine rooms
- using or climbing on ladders over 6 feet
- working upon or using scaffolds or their substitutes
- performing window washing that involves working from window sills
Use of Tools and Machinery, Construction and Repair Work
Minors 16 and 17 years of age may be employed to:
- use air hand tools that are properly grounded and double insulated
- use electrical hand-held portable tools (EXCEPT saws and drills over 1/4″ diameter)
- operate or manage an elevator (freight or passenger) running at a speed up to 200 feet per minute
Minors 16 and 17 years of age are prohibited from:
- adjusting or assisting in adjusting any belt on any machine
- oiling or assisting in oiling, wiping, or cleaning machinery while power is attached
- glazing/glass cutting
- operating or managing an elevator running at a speed of over 200 feet per minute
- using hand and power-driven rotary, circular, table, band, and chain saws
- using guillotine shears
- using power-driven metal forming, punching, and shearing machines
- using power-driven woodworking machines
Minors 16 and 17 years of age may be employed to:
- perform hand and roller brush painting using not more than a six (6) foot stepladder
- use oil-base paints and thinners only in areas that prohibit smoking and are properly ventilated
- mix paint with paint mixing machinery
Minors 16 and 17 years of age are prohibited from:
- using or working upon scaffolding or its substitute
- performing spray can or power spray painting
- using or climbing on ladders greater than 6 feet
Minors 16 and 17 years of age (including UConn students) may be employed to:
- serve food and non-alcoholic beverages
- operate some machines and devices used to prepare and cook foods at snack bars, lunch counters, soda fountains, and fast food restaurants (e.g., toasters, dumbwaiters, milkshake blenders, coffee grinders, popcorn poppers, microwaves)
- clean trays as the trays come in on a conveyor belt
- load and unload dishwashers
- stack trays as the trays come out of dishwasher (If working around dishwasher, must keep away from hot water and pipes)
- wash pots
Minors 16 and 17 years of age are prohibited from:
- operating and cleaning food preparation machinery (e.g., fat fryers, ovens, potato and meat slicers)
- operating, setting-up, adjusting, cleaning, oiling, or repairing power-driven food slicers and grinders, food choppers/cutters, and bakery-type mixers
- handling and serving alcoholic beverages
Minors 16 and 17 years of age are prohibited from working in jobs in connection with electrical work.
Scientific and Laboratory
Minors 16 and 17 years of age are prohibited from working in:
- experimental and controlled laboratories
- positions involving exposure to radioactive substances and/or ionizing radiations
Guidelines for Having Minors Under 18 Years of Age Volunteer
A student under the age of 18 can volunteer or shadow in your department as long as you are adhering to the guidelines for under age employment. In addition if you have a student volunteering in your department, please submit the student’s names, the department they are volunteering in, the length of time they will be volunteering and the name of the supervisor responsible for them. Any questions regarding this should be directed to the Scholarship & Student Employment unit at 860-486-3474.
Part-time work for students is an important component of the University experience. Such work provides much-needed financial assistance and the opportunity to gain valuable work skills. In setting a work schedule, employers and students are encouraged to keep in mind that the student’s primary focus should be on academic endeavors and that there must be a balance between educational responsibilities and work. The student’s work schedule and number of hours per week should be negotiated between the student and supervisor. Under no circumstance should a student be scheduled to work during class times.
- During the fall and spring semesters, it is recommended that full-time students not exceed 20 hours per pay week (Friday through Thursday) in all jobs.
- During academic breaks (intersession, spring break, and summer), it is recommended that students not exceed 40 hours per pay week in all jobs. Note: If a student exceeds forty (40) hours in a given pay week (Friday through Thursday), the employing department(s) will be responsible for paying the student at one and one-half times the pay rate.
Please note that non-UConn student workers under the age of 18 and international students have special restrictions on the number of hours they may work. Refer to the Special Employment Restrictions section of this guide for details.
Special Employment Restrictions
Per US Citizenship & Immigration Service regulations, failure to comply with the following policy is a violation of the student’s Visa status that could ultimately result in deportation.
- During the fall and spring semesters, international students eligible to work may not work more than twenty (20) hours per pay week, Friday through Thursday, in all jobs combined (including graduate assistantships). If employed by more than one department or under multiple payrolls, the student must arrange his/her schedule with each department and under each payroll so that the combined hours worked in all positions does not exceed twenty hours per pay week.
- During intersession, spring break, and summer, if the international student is eligible and intends to register for courses for the next semester, an international student may work full time, up to, but not more than, forty (40) HOURS PER PAY WEEK, Friday through Thursday, in all jobs combined.
MINORS UNDER 18 YEARS OF AGE
Student employees under 18 years of age, who are a matriculated student at the University of Connecticut, are subject to the University’s policy regarding hours per week, but are not limited by statue in the number of hours they may work per week.
State law restricts the working hours and duties of a non-UConn student employee under the age of 18, who is still enrolled in high school. Minors 16 and 17 years of age, who are still enrolled in high school, may not be employed to work:
- more than six (6) hours on a school day or eight (8) hours any other day
- more than thirty-two hours per week
- before 6 a.m. or after 10 p.m.
For more information about the restrictions in employing students under 18 years of age, click here.
Meal Periods and Breaks
CONNECTICUT STATE LAW ON MEAL PERIODS
Under Connecticut State Statute (Sec. 31-51ii), hourly workers (students employed on the student labor and/or Work-Study payrolls) who work for seven and one-half (7 1/2) or more consecutive hours must be offered a period of at least thirty (30) consecutive minutes for a meal period. The law requires this period to be given some time after the first two (2) hours of work and before the last two (2) hours of work.
COMPENSATION OF MEAL PERIODS
Student employees are not paid for meal periods which are thirty (30) or more consecutive minutes, in which they are released from work duties and/or are allowed to leave their workstations. Therefore, the meal period should not be logged as hours worked on the student’s time card. The student must sign out for the time of the meal period on his/her time card.
Student employees must be paid for any meal periods in which they are not released from work duties or allowed to leave their workstations. In these cases, the meal period would be considered hours worked on the student’s time card, and the student should not sign out for the time of the meal period on his/her time card.
COFFEE / SNACK / REST BREAKS
Employers are not required by either federal or state law to permit student employees to take coffee/snack/rest breaks. Therefore, allowing for breaks is at the discretion of the supervisor. Generally, if breaks are allowed, breaks of fifteen (15) minutes or less are compensable and should be considered as hours worked on the student’s time card. Students should not sign out for the time of the break on his/her time card.
Student Timecard Procedures
DOCUMENTING STUDENT HOURS WORKED
Students must record the hours that they actually work on a Student Payroll Time Sheet, clock card, or designated electronic timekeeping system. Time sheets or clock cards serve as the official document of hours worked for a pay period. It is essential that some form of time card be accurately completed each time the student reports for work.
Student employees are considered temporary, hourly workers and will only be paid for actual hours worked. Students cannot be paid for holidays, WW (winter weather) days, or other official University closing dates unless they actually work that day.
Supervisors and students must sign the time sheets or clock cards, verifying the hours worked. The employing department must maintain signed Work-Study timecards for at least three years. More information may be found in the Responsibilities of Supervisors and Responsibilities of Student Employees sections of the website.
PAYMENT FOR HOURS WORKED USING FOCUS
Bi-weekly pay periods begin on Friday and end on Thursday. Student hours are recorded and transmitted to Payroll via the FOCUS Payroll Time Card System. Data entry screens will be generated bi-weekly for the length of the approved employment dates indicated on the student’s payroll authorization. Supervisors or their designees are responsible for entering all student time sheet data upon the completion of each pay period. Data must be entered in quarter-hour increments in the FOCUS system, and must exactly match any paper timesheets or electronic timekeeping systems used by a department to record student hours worked.
If the supervisor is certain that work was not performed during a given pay period, a “D” may be entered in the “Final Code” field to delete the time card for that pay period. If the student has left the position, an “F” may be entered in the “Final Code” field. No further time card records will be generated following such action.
Once the hours have been entered and reviewed, the supervisor must “freeze” the FOCUS time card file in order for the data to be transmitted to the Payroll Office. After freezing the FOCUS file, a summary page will be generated which should be maintained in the department’s payroll files. A summary report should also be generated, as details in this document may prove helpful in solving any paycheck discrepancies.
The usual deadline to freeze the time card file is 12 noon on the Friday following the close of the pay period. More information regarding deadlines for submission of hours may be found in Processing Deadlines for Payroll.
Payroll checks will be generated based upon the information entered and made available 2 weeks after timecard entry.
Note: Hours completed in a particular pay period may not be reported on the time report for a different pay period. Such actions are considered fraudulent. (Refer to the “Corrected or Late Time Reports” section below)
CORRECTED OR LATE TIME REPORTS
If the deadlines above are not met, student paychecks will not be issued on time. Supervisors may enter completed hours for previous pay periods once the payroll records are available for the following pay cycle. Time card data entry screens remain in the FOCUS system for three pay periods, after which time they are purged. If the time card record has been purged, hours must be submitted on a “Student Payroll Time Report” to the Payroll Office (available via www.payroll.uconn.edu). Payment for hours submitted on a Student Payroll Time Report can be expected within four (4) to six (6) weeks from the date of submission.
If hours already submitted via FOCUS were incorrectly reported, a “Student Payroll Time Report” must be submitted to the Payroll Office. This form should be completed indicating the actual hours worked. The Payroll Office will then compare this record against the hours originally reported and make the appropriate adjustment to the student’s wages. This adjustment will take place in a later paycheck.
LUMP SUM PAYMENTS
In very unusual circumstances, lump sum payments may be made to students on the student labor payroll. Lump sum payments are reserved for students who perform certain short-term jobs, and who are not employed over a prolonged period of time.
Once a lump-sum payroll authorization has been approved, “Bonus” FOCUS payroll data entry screens will be available for entry in FOCUS. These “Bonus” data entry screens are separate from the entry screens on which hourly wages are recorded.
Typically, students receive their paychecks two weeks following each Student Payroll Time Report deadline. If hours are not reported by the designated deadline, the student’s paycheck will be delayed by at least an additional pay cycle.
Checks are distributed to the employing departments for release to the student workers.
Note: If a student is employed on the same payroll by more than one department, the hours submitted by each department will be combined and paid on one payroll check. The check will be issued and mailed to only one of the student’s employing departments, typically to the first department under which the student was authorized. Contact the Payroll Office with any questions regarding the distribution of the student’s check. Students may contact Payroll to change the location at which they pick up their checks.
Monitoring Student Earnings Under the Work-Study Payroll
It is the responsibility of the student and the supervisor to monitor Work-Study earnings, and to ensure that the student does not work hours that will bring the student’s total gross earnings beyond the authorized amount for the fall semester or for the year. Although students are typically awarded Work-Study for the entire year, they may not earn more than one-half of the award amount during the fall semester. The award amount indicated on the payroll authorization typically represents the full-year award (unless the student has been awarded for one semester only). It may be necessary to rearrange a student’s work schedule so that they do not exceed his/her remaining authorized amount.
To assist departments in monitoring Work-Study earnings, the Office of Student Financial Aid Services – Student Employment has developed a Work-Study Remaining Balance Tracking Form (available in the Forms section of this website). This form will show the student’s award amount for the year, and the amount the student is authorized to earn for the fall semester. Each pay period, the supervisor should check the student’s remaining balance as reported on the online (FOCUS) Student Payroll Time Report against departmental records or at anytime on the Winja System.
Note: For a new full-year Work-Study payroll authorization, the remaining balance reflected on the Student Payroll Time Report for the fall semester would be one-half of the full academic year award amount. If a discrepancy is discovered, contact the Office of Student Financial Aid Services – Student Employment immediately.
Any earnings beyond the authorized remaining balance for either the fall semester or academic year will not be paid through Work-Study funds, and must be paid by the department’s operating budget. Any attempt to pay the student for more hours than his/her Work-Study payroll authorization allows will create an error when “freezing” the Student Payroll Time Report. The payroll system automatically stops and will not allow the completion of the process until the Work-Study time report is adjusted.
Again, if hours in excess of the student’s Work-Study balance are entered online on the Student Payroll Time Report, the student cannot be paid for the amount above the remaining balance. The employing department must submit a student labor payroll authorization to pay these earnings through that department’s own funds.
FICA Deductions for Students
UConn students employed during the academic year on the student labor and/or Work-Study payrolls may be exempt from Social Security and Medicare deductions (FICA) per section 3121 (b) (10) of the Internal Revenue Code. During sessions in which the student meets the exemption requirement, the employing department may confirm a “B” (No FICA) in the FICA data field on the Student Payroll Time Report data entry screen in FOCUS.
During the summer sessions, students are exempt from FICA only during pay periods in which they are attending class at the University. Students must provide proof of enrollment before the employer can designate the student’s FICA status as exempt on the Student Payroll Time Report data entry screen.
International students studying at UConn under F-1 and J-1 Visas are exempt from FICA deductions. Even during the summer sessions, the employing department should enter a “B” (No FICA) in the FICA data field on the student’s data entry screen.
Federal and State Income Tax
Students are required to complete both Federal and State W-4 Forms, since both Work-Study and student labor earnings are taxable under federal and state law. Forms may be obtained from the Payroll Office, Student Employment, or the “Forms” section of this website. The student’s withholding (the amount deducted for taxes) is based on the data the student provides on the W-4 Forms. It is very important that a student complete new W-4 Forms and a Change of Name and/or Address Form, if his/her permanent address changes, and submit this information to Payroll. This will ensure that the student’s W-2 is mailed to the correct location. Please note that Payroll will only be able to complete an address change once the new address has been entered into the online Student Administration system.
All State of Connecticut employees, including student employees, receive only one W-2 Form reflecting combined income from all jobs, on all payrolls. Students employed at more than one state agency will receive only one W-2 Form containing income earned from all agencies combined. The W-2 Form will be distributed by the agency in which the employee earned the greatest income. If additional information regarding income tax issues is required, please contact the Payroll Office at www.payroll.uconn.edu.
Retroactive Coding Changes
If incorrect Financial Record System (FRS) coding is discovered, requiring a retroactive FRS coding change for non-grant-funded positions, the employing department must complete a new online Payroll Authorization with the correct FRS code. A Transfer Voucher must then be completed, specifying the coding change and total earnings to be transferred from the new/correct FRS account to the account needing reimbursement. The student’s name, social security number, and pay period(s) in which earnings were generated must be listed under the “Description” section of the Transfer Voucher, with the corresponding earnings under the “Amount” section. Accurate starting and ending dates are required. The transfer voucher should be sent as soon as possible to the Payroll Office for processing. A copy should also be faxed to the Office of Student Financial Aid Services – Student Employment at (860) 486-6253.
For grant-related account errors, the department may need to contact Grants & Contracts directly.
Travel Approval and Reimbursement
Student employees may receive reimbursement for expenses while traveling on approved University business. For more information regarding travel reimbursement procedures, contact the Travel Office at www.travel.uconn.edu.
On the Job Injury / Property Claims
ON THE JOB INJURY
If a student sustains an injury while working, s/he must follow the following procedure:
- Immediately notify a supervisor.
- Employee and supervisor should complete the First Report of Occupational Injury or Disease Form (WC 207) available through the Payroll Department at www.payroll.uconn.edu (See Helpful Links section). The form should be faxed to the Worker’s Compensation Specialist in Payroll (Vivian Cadenhead) at (860) 486-2279.
- The injury hotline number should also be called, preferably the day of the accident: 1-800-828-2717.
- Follow up documentation should be directed to Payroll. This information could include medical reports and documentation of shifts missed due to on-the-job injury.
If a student employee’s personal property is damaged while on the job, a claim may be filed through the Office of Real Estate and Property Risk Management: (860) 486-4896. Property claims procedures are outline on http://insurance.uconn.edu/FAQ.html.
Employee Performance and Evaluation
As a method to improve performance and to motivate student employees, the Office of Student Financial Aid Services – Student Employment encourages departments to schedule regular performance evaluation sessions. Sample student work evaluation forms are available via this website (click here), or departments may design their own evaluation forms. The evaluation process should serve to strengthen supervisor/student relations, as well as to clarify job responsibilities and expectations.
Progressive Disciplinary Policy
In the event that disciplinary action becomes necessary, the Office of Student Financial Aid Services – Student Employment recommends the following progressive disciplinary steps:
- Initiate a formal and private discussion (verbal warning) with the student employee concerning the specific areas of job performance or attendance that require improvement. Discuss the performance/attendance standards required for the position. Document the date and nature of the discussion in the student’s employment file.
- In the event that further disciplinary action is required, a written warning should be given to the student. The warning should explain the specific areas of job performance/ attendance which are below standard, should outline & quantify the improvements that are necessary in order to ensure continued employment, and should establish a deadline by which these improvements should be noted.
Please contact Student Employment at (860) 486-3474 prior to issuing a written warning. A copy of the written warning should be sent to the Office of Student Financial Aid Services – Student Employment, Unit 4141.
- In the event that the student fails to meet satisfactory standards of job performance or attendance as outlined in the written warning, the department may dismiss the student employee.
Departments considering dismissing an employee should consult the Office of Student Financial Aid Services – Student Employment at (860) 486-3474 prior to initiating the termination process. A notice of termination should be in writing, should state the specific reason(s) for termination, and should include information about prior progressive disciplinary actions. A copy of the letter should be sent to the Office of Student Financial Aid Services – Student Employment, Unit 4141.
Certain actions may result in immediate dismissal, such as:
- submission of fraudulent hours on a time card
- destruction or theft of property belonging to the University, its patrons, or employees
- threat of physical harm to members of the University Community
- reporting to work under the influence of alcohol or drugs
- gross insubordination
- gross misconduct
Student Employee Grievance
Matters such as elimination of or reduction in funding, monetary increases, job classifications, work assignments (not involving safety and security), verbal warnings, and/or work hours are excluded from the Student Employment Grievance Procedure.
It is hoped that most employee concerns can be resolved through direct and open communication between the supervisor and the employee. If the student is not satisfied with the results of an informal hearing, they may request that a representative from the Office of Student Financial Aid Services – Student Employment act as a mediator.
Defined as, and limited to, a written complaint involving an alleged violation of a specific provision outlined in the Student Employment Guide. Appropriate procedures for reporting a grievance are available by calling the Office of Student Financial Aid Services – Student Employment at 486-3474.
All written grievances should be presented promptly to the employee’s supervisor or department head no later than fifteen (15) working days from the date the employee first becomes aware, or should have reasonably become aware, of the condition or action giving rise to the grievance. The Office of Student Financial Aid Services – Student Employment and the supervisor must receive a copy of the grievance form at each step prior to a scheduled meeting of the two parties (see steps outlined below). The grievant may be accompanied by a representative of his/her choice at any step of the process.
Upon receipt of the grievance, the supervisor and/or department head will schedule a meeting with the grievant within ten working days. The grievant will be given at least three days advance notice of the meeting. The supervisor and/or department head will return a written response to the grievant within ten working days. If the grievance is resolved at Step 1, a copy of the written resolution should be sent to the Office of Student Financial Aid Services – Student Employment, Unit 4141.
If the grievant is dissatisfied with the results of Step 1, s/he may proceed to Step 2.
The grievant may appeal in writing to the Associate Director of Student Financial Aid Services – Student Employment within ten working days of the date of the Step 1 response. Upon receipt of the appeal, the Associate Director will schedule a meeting with the grievant within ten working days. The grievant will be given at least three days advance notice of the meeting. After the Step 2 meeting, a written response will be issued to the grievant within fifteen working days.
If the grievant is dissatisfied with the results Step 2, s/he may proceed to Step 3.
The grievant may appeal in writing to the Director of Student Financial Aid Services within ten working days from the date of the Step 2 response. Upon receipt of the appeal, the Director will schedule a meeting with the grievant within ten working days. The grievant will be given at least three days advance notice of the meeting. A written response will be issued to the grievant within fifteen working days. The Step 3 decision shall be deemed final and binding. A copy of the final grievance and results will be maintained in the Office of Student Financial Aid Services – Student Employment for historical purposes.
Responsibilities of Supervisors
- Adhere to the policies within this Student Employment Guide, the University Code of Conduct, the State Code of Ethics, the University Health and Safety Policy, and other relevant policy statements. Full policy descriptions are available via the University of Connecticut Policies e-Library.
- Comply with established pay rate classifications and guidelines in developing and offering available positions through the Work-Study or student labor payrolls.
- Complete online payroll authorizations in a timely manner and communicate pre-employment paperwork requirements to students prior to new employees starting work. Payroll authorizations for full-year Work-Study students must be completed by the established deadline (usually at the end of October).
- Maintain student personnel records, including employment applications, references, evaluations, and correspondence for 5 years following a student’s termination date. Student Employment retains I-9 forms (employment eligibility documentation) for all students on the Student Labor and Work-Study payrolls. All job applications should be kept for at least 2 years following the date a position is filled.
- Maintain complete and accurate time and attendance reports for all student employees. Timesheets and other records of hours worked should be kept for 5 years from their date of creation, though the UConn Payroll department will keep the official record of time and attendance.
- Follow procedures and complete forms to request permission to destroy older personnel records per the CT State Library standards. For more information about this policy contact the University Archivist (Betsy Pittman) at the Thomas J. Dodd Research Center.
Note: Both the student and supervisor are required to sign the time cards upon the completion of each pay period. Electronic signatures may be allowed only if the system has a secure access for student workers (i.e., user names and private passwords).
- Ensure timely payment by submitting Student Payroll Time Reports by the established deadlines.
- Provide orientation and training to student employees relative to the requirements and responsibilities of the position. Discuss expectations of the student’s work performance, including standards relating to quality and quantity.
- Complete and review an Employee Safety Orientation Form with each student employee working in a non-office setting who is newly hired, transferred, or whose job functions have changed.
Note: Mandatory safety training may be required for some job functions, particularly in non-office settings such as laboratories, food service areas, warehouses and stock rooms, farm and animal care facilities, and service, maintenance and repair units. Training requirements may be found at: http://ehs.uconn.edu/training/ or by contacting the Department of Environmental Health and Safety at 486-3613.
- Provide information to student employees regarding time and attendance procedures, approved dates of employment, and general pay schedule.
- Monitor earnings and remaining balances for federal Work-Study recipients to ensure that students do not exceed their authorized amounts. Supervisors are encouraged to utilize the “Work-Study Remaining Balance Tracking” Form available in the Forms section of the website. If the student exceeds his/her Work-Study award, a new online payroll authorization under the student labor payroll must be submitted in order for the student to receive payment for hours worked.
- Ensure that a student immediately discontinues work if that student has been dismissed or has withdrawn from the University.
- Apply fair standards in dealing with and responding to work related issues.
Responsibilities of Student Employees
For All Students:
- Students must adhere to departmental policies and procedures. If hired to work on a research project that is federally-funded, there is a Responsible Conduct of Research (RCR) training requirement. For more information on meeting that requirement visit: http://research.uconn.edu/rcr/
- Students should report to work as scheduled, and should not report late or leave early without prior approval from a supervisor. Each department will establish work schedules and policies regarding attendance, tardiness, absenteeism and breaks.
- A student employee is required to record the time period they work on a Student Payroll Time Sheet (or other approved form as determined by the employing department) each time they report for work. The time recorded by the student must be true and accurate. The student should not work more than the maximum number of hours per week allowed based on his/her status.
- Students should know the beginning and end dates they are approved to work (as reflected on the approved payroll authorization). Students should not work before or after these dates, unless properly authorized to do so. Students are generally appointed on an annual basis, and should not assume automatic renewal of appointment from year to year
- Students should not work beyond their regularly-scheduled hours unless they have received prior approval from their supervisor.
- Students must be enrolled to maintain employment eligibility for the student labor payroll, with the exception of winter intersession and summer sessions. For example, students may work during the summer sessions without being enrolled in courses, as long as they are returning to school in the fall. See “Enrollment Requirements for Student Labor Payroll” for details.
- If a student withdraws or is dismissed from the University, s/he must notify his/her supervisor, and must stop working immediately.
- A student employee should attempt to give a minimum of two weeks notice if they must terminate employment.
For Work-Study Students:
- Students with Work-Study awards must secure work-study employment by the established deadline or risk losing their work-study funding for the entire year.
- Work-Study students must have full-time enrollment status at the end of the Add-Drop period each semester they wish to work. Exceptions are made for graduate students in the Schools of Social Work and Law, who must have half-time status. For specifics about credit requirements for maintaining Work-Study funds, refer to Federal Work-Study Employment in this guide or contact Student Employment at (860) 486-3474
- Students employed on the Federal Work-Study payroll must not work hours that will bring total earnings over the amount authorized for a given position. If this is done, the department must place the student on Student Labor to cover hours worked. Students are encouraged to use the “Work-Study Remaining Balance Tracking” Form to monitor the amount of Work-Study earned in each Work-Study position.
- Work-study students should advise a supervisor once they begin to approach the authorized amount of their Work-Study awards. Early notification will assist in allowing sufficient time to make adjustments to the student’s work schedule, should a reduction be required. Supervisors may submit a new payroll authorization under the student labor payroll, should the employing department’s operating budget allow, essentially authorizing the student to continue his/her employment beyond the period in which his/her Work-Study award will permit.