Supervisor Quick Reference Sheet
2013-14 Academic Year
IMPORTANT QUESTIONS TO ASK BEFORE HIRING A STUDENT
Have you completed the payroll paperwork?
§ If not, direct them to HR in order to do so; IT IS ILLEGAL TO WORK WITHOUT COMPLETEING THESE FORMS. Information about the required forms can be found on the Student Employment website.
§ If they’re not sure, check in PeopleSoft (PS). Manager Self Service>Williams Employment>Student Employment Inquiry.
§ The student can also verify in their PS accounts through Self Service > My Employment.
Are you the recipient of a special scholarship: Tyng, Mellon Mays, or Williams Undergraduate Research Fellowship?
§ The student must have written permission from Paul Boyer (Tyng) or Molly Magavern (Mellon or WURF) to work. An email from either will suffice. Request that Betsy Hobson and James Cart be copied on the email.
What is your earnings limit for the current academic year?
§ Verify the student has enough earning potential to meet the hours you require. You can find out by doing a Student Employment Inquiry.
§ The student also has access to this information through PS.
Do you receive Financial Aid through Williams?
o Hiring Priority is given to students who receive financial Aid. A Student Employment Inquiry will indicate a high, or low hiring priority.
o Please give high priority students hiring preference whenever, and as often as, possible.
Are you working elsewhere on campus, or have you received a paycheck from Williams?
o Sophomores, juniors, and seniors may work up to 10 hours per week, on average. They are not allowed to work more on a regular basis without permission from the Office of Financial Aid and Human Resources.
o You can see if they have any other active positions on campus by running a (you guessed it) Student Employment Inquiry
Working a Student
DO NOT LET THEM WORK UNTIL THEY HAVE A JOB# that you can put on their timecard. The “Add a Hire Request” option in PS will give you this 3 digit number. PS instructions are on the back of this sheet. You will need access to Manager Self Service, which can be gained through attending an HR training.
Complete timecards and turn them in on time, according to the biweekly pay schedule, to the HR office. Paying students on time is a legal obligation.
Don’t be afraid to manage them; be a mentor. Set clear expectations, and ask what theirs are. Put it in writing. This is a partnership and a learning opportunity – part of that “educate the whole student” philosophy we talk about so much.
Disciplinary Action
Notify as soon as possible with any behavioral or other concerns that could lead to penalization in, or termination from, employment.
Questions?
Email , or call James Cart x4097
How to Hire in PeopleSoft
2013-14 Academic Year
If the following is true:
1. You know the answers to the front of this reference sheet for the specific student
2. You’re hiring them for an academic year position (not summer)
3. You have access to Manager Self Service in PeopleSoft
Hire Them!
You’ll Need:
1. Student name as it appears in PeopleSoft OR their ID number
2. Fund number (3 digits, most frequently 110, 120 or 140)
3. Department account number (7 digits) OR a Project/Grant number (6)
4. First day of work
5. *For TAs, you’ll need the course and the faculty instructor
STEPS:
1. Login to PeopleSoft HR (not PS Financials) –
o http://ephr.williams.edu
2. Use the left hand menu: Manager Self Service > Add a Hire Request
3. Fill the requested information.
· Type = Williams Student
· Hire Season = Academic Year
· Department = Hiring Department
· Position
· Fund number is required
· Enter department OR proj/grant number. Not both.
4. Click Verify
5. Click Submit
6. Record their 3 digit job number
· If you miss it, use a student employment inquiry to look it up.