As the beginning of the fall semester approaches, the Payroll Department and Student Employment would like to share the following helpful reminders for student hiring.

Hiring international students

• If you hire an international student, please be sure to direct them to contact Jessica Lowrey-Manning at jessica.lowrey-manning@uconn.edu in Payroll to complete all necessary tax withholding forms.

Form I-9

• It is a federal requirement that all employees have a Form I9 on file.
  • Employees must complete Section 1 no later than their hire date.
  • Departments have up to 3 business days after the hire date to complete Section 2.
  • Please visit Payroll’s I9 Center for more information about this process: Payroll I9 Center

Smart HR – Student Labor

• When renewing a student for the fall semester, please be sure to use the correct Smart HR template.
  • UC_TBH_SL – UConn Hire Template Student Labor Hire: should only be used when hiring a student into a new job in your department or rehiring them after a separation.
  • UC_TBH_DC_STUD_DAT – Student Payroll Data/Pay Change: should be used to extend the end date of the student’s appointment for the new semester.
• Student separation reminder
  • Departments are responsible for submitting a Smart HR separation transaction for students ending prior to their appointment end date.
  • Payroll will run a process to separate employees who have not been extended beyond their appointment end date. Departments should not submit a Smart HR separation transaction for these student records.
• Job Code vs. Comp Rate reminder
  • Student job codes have been established with an hourly rate, or range of rates, for each level (1 through 4). Departments must ensure that they are using the appropriate rate for the job code.
  • Additional information about pay scales may be found here: Student Pay Scales | Payroll Department
  • Additional information about job codes and descriptions may be found here: Employment Guide | Office of Student Financial Aid Services

Smart HR – Work-Study

• The 2023-2024 Work-Study awards will be available for processing on 8/1/2023.
  • If you hire a student for the full academic year, please be sure to select fall/spring as the term and 2024 as the aid year.
  • You should only select Fall if you know the student is a December Grad or has a fall-only award.
• Work-Study begins on August 25, 2023, and ends May 4, 2024.
  • The deadline for students to secure a Work-Study position is 9/15/2023.
  • The deadline for departments to submit their hire transactions is 9/22/2023. Any student that does not have an active Work-Study record by the close of business on 9/22/2023 will have their award canceled.
  • As a reminder, the Smart HR hire template is: UC_TBH_WS – UConn Hire Template – Workstudy Student Hire.
• Work-Study balance reminder
  • 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 exceed the student’s Work-Study award.
  • Any earnings that exceed the Work-Study award amount must be paid from the employing department’s operating budget (student labor account.)

Time and Labor

• Student Time Entry
  • Student hours must be entered and approved on time to produce a paycheck. Supervisors must ensure that time is reported and approved.
  • For students/departments who complete Core-CT timesheets:
    • Time entry must be completed by Friday of pay week.
    • Time approval must be completed by Monday of non-pay week.
  • Areas using alternate time entry methods should follow their previously defined schedule.
• Student Sick Time
  • As a result of Public Act 11-52, student workers are eligible to earn paid sick leave.
  • 1 hour of paid sick time is earned for every 40 hours worked.
  • Students may use sick time upon completion of 680 hours worked.
  • If a student has multiple jobs, please contact Payroll to determine eligibility and use of sick time.

Payroll

• We highly encourage students to enroll in direct deposit.
• Paper paychecks are mailed to home addresses, which may not be their on-campus address.
• Direct Deposit prevents lost checks!