New & Current Student Employees

New Student Employee Orientation

Prepare for orientation: New Student Employee Checklist & I-9 Info

Orientation Agenda: 

  • First 15 minutes – free time for I-9 completion
  • 30 minutes – paid training
  • Dismissal or extra time for I-9 or other forms completion

Student Employment Dates: All Academic Year Positions end 5/4/24

Student Employment Period Start Date End Date
Academic Year 2023-24 9/3/2023 5/4/2024
Summer Break* 5/5/2024 5/31/2024
Summer 2024 6/1/2024 8/31/2024
Academic Year 2024-25 9/1/2024 5/3/2025

*Student employment will be limited to critical student roles.

 

Student Employment is separated into two general distinct timeframes: Academic year and summer.  Students are typically hired for the current or upcoming timeframe only; they must re-apply or be rehired by the supervisor, who determines the needs of the department. No hours guarantees or continuation of work will be made, since department needs can shift over the timeframe.

The Payroll Schedule can be found on the Human Resources Website (sites.augsburg.edu/hr) by going to Employee Toolkit >> Payroll >> Payroll Schedule

Payroll periods always start on Sundays, and end two weeks later on Saturdays.

Pay days are always on Fridays, unless pay date falls on a holiday.

For more student employment information, please bookmark the HR/Payroll website for employees for:

      • Payroll Schedule – This is where you’ll find pay dates and pay period start and end dates. We recommend you add the timesheet due dates to your calendar so you don’t miss important deadlines.
      • Tax and Payroll Forms (w-4 forms, direct deposit change form)
      • Time entry system guides – How to enter your hours, and submit your timesheets
      • Timesheet Corrections form – please use the form if hours were missed on past timesheets

Please note:

      • Student employees do not receive holiday or vacation pay.
      • Student employees do accrue non-transferrable sick time, 1 hour for every 30 hours worked, which can be used if you miss a scheduled shift due to illness.

If you have any questions about your timesheets, paychecks, or other payroll related issues, please contact: PAYROLL@augsburg.edu

Timekeeping & Payroll

Time Entry

  • It is the student employee’s responsibility to enter all working hours honestly and accurately each day worked, and submit a timesheet in time entry for supervisor approval by the end of each two-week pay period.
  • Students can access their timesheets by going to Inside Augsburg >> Records Registration & Finances >> My Timesheet
  • The deadline for timesheet submission and payroll forms is Friday at 4:00PM for typical pay periods; however deadlines may be earlier due to holidays. Check A-Mail daily for any changes
  • If you work on Saturday, submit your timesheet after your shift ends
  • If there are any missed punches, the student employee must complete a timesheet correction form immediately and will be paid after supervisor approval on the next pay day. 
  • The Timesheet Correction Form can be found on the Human Resources Website under Forms
  • Late timesheets received after the payroll deadline will be processed the following pay period

 

FICA taxes

During the academic year, student employment earnings are exempt from FICA taxes (Social Security and Medicare). During summer employment, student employees are required by law to pay FICA taxes International students are exempt from FICA taxes year-round.

Attendance, Breaks and Time Off

Attendance and Punctuality

  • In order to maintain a productive work environment, the university expects student employees to report to work on time, and be present to work as scheduled. Absenteeism, including arriving late and leaving early, places a burden on other staff and student team members and on the university
  • A student who cannot avoid being late to work, who is unable to report to work as scheduled, or who must leave before the end of the work shift must speak to the supervisor prior to anticipated tardiness or absence. If advance notice is not possible, the student must report to the supervisor with an explanation at least 2 (two) hours prior to the absence. Any student employee who does not report to work and does not call for 3 (three) days will be considered to have voluntarily resigned from the job 
  • Student work is on-campus work; students cannot work remotely. With the exception of community-based positions, all work must be completed on campus

Break and Work Hours

Student employees can work up to–but no more than–20 hours per work week over all on-campus positions, which is a total of 40 hours per pay period.

Students who work four or more consecutive hours are entitled to a 15 minute paid break. The 15 minute break is intended for students to step away from their workload and workspace. Student employees who work 6 hours or more per day are entitled to a 30 minute unpaid lunch break.

Student employees and supervisors would arrange a work schedule that is compatible with the students class schedule while meeting the needs of the department. Student employees are responsible for sharing their schedule with their supervisor. Supervisors have a right to terminate employment if a student’s work schedule does not allow time, or is not sufficient enough to complete job responsibilities. 

 

Time Off – Sick Time

Student employees are covered by the Minneapolis/ St Paul Sick and Safe Time Minneapolis Sick and Safe Time law. Student employees accrue 1 (one) hour of paid sick time per every 30 hours worked; up to a maximum of 48 hours per year. 

  • Student employees are permitted to carry over accrued, unused sick and safe time into the following year, however it cannot exceed 80 hours at any time
  • Sick time can be used for missed, scheduled shifts only when illness, injury, doctor’s appointments, or care for a sick relative prevents students from working 
  • Sick time is not to be used for time off
  • Sick time is not paid out when employment ends, or when a student leaves their job.
  • The policy details regarding sick and safe time are available in the Employee handbook, located on the HR website
  • Student employees begin accruing on their start date and can begin using accrued time after 90 days of employment.

Supervisors may request a physician’s statement from the student employee if they have been out for more than three days or if the supervisor suspects misuse of earned sick and safe time. Sick time can be used:

  • to recover from physical/mental illness or injury
  • to seek medical diagnosis, treatment, or preventive care
  • to care for a family member:
    • who is ill or needs medical diagnosis, treatment, or preventive care
    • to address medical needs that may arise
    •  if a family member is a victim of domestic abuse, sexual assault or stalking
    • if the employee’s place of business is closed by order of a public official due to a public health emergency
    • to accommodate the employee’s need to care for a family member whose school or place of care has been closed due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected closure

Inclement Weather/ University Holidays

  • In the case of a weather emergency, student employees should communicate with their supervisor to flex hours in order to make up for any missed working hours.
  • Student Employees do not get paid for any work missed for closures due to inclement weather or university-wide emergencies, unless otherwise specified.
  • When the university or a department is closed, student employees are not authorized to work, except in designated departments.
  • Student employees may NOT work on university-recognized holidays when their departments are closed, with the exception of those that remain open for holidays or overnights (e.g., dispatch).

Conduct

Professional Conduct 

Student employees provide an invaluable contribution to the work performed at Augsburg University, and must:

  • Be dependable and prompt, and conduct themselves in a professional manner
  • Take into account studying, student activities, personal time, lunchtime and breaks between classes, and schedule work hours accordingly with the supervisor. Communication is key if there are questions
  • Work all scheduled hours each week, and communicate with the supervisor with questions
  • Refrain from doing homework or engaging in similar non-work activities, unless expressly permitted by supervisor
  • Discourage friends and family from visiting or contacting them via phone at work, unless an emergency occurs
  • Student employees should discuss any work-related problems with their supervisor. If the problem cannot be resolved, the student should contact HR at 612-330-1058 orhr@augsburg.edu

Dress Code and Professional Appearance

Student employees must dress appropriately, should practice good hygiene, and dress in accordance with the department and division in which they work. Clothing that would be considered inappropriate is not permitted for the workplace. Individual departments may set more specific and detailed attire expectations in keeping with the type of work performed. All employees should remember that they represent Augsburg University, and dress code should be discussed with the department supervisor. 

  • Clothing should be clean, free of stains, rips,  tears, or odors, and provide appropriate coverage
  • Inappropriate attire includes clothing with profanity, offensive pictures/artwork, or sexually suggestive slogans or drawings; clothing that exposes the midriff or cleavage; and
  • clothing that exposes undergarments, or the observable lack of undergarments 
  • The University reserves the right to send student employees home to change clothes if they are in violation of the dress code. Time spent away from work for this reason is unpaid.

Misconduct 

Misconduct by a student employee will not be tolerated under any conditions. Misconduct could result in a variety of disciplinary measures, including notation in a student’s permanent file and or revocation of a student privilege to work on-campus for the rest of the academic year, and/or permanently. If a student does not show up for work, reports late to work or does not complete work satisfactorily, it is the supervisors right to terminate employment.

Some examples of misconduct may include:

  • Continued unsatisfactory job performance
  • Excessive absenteeism/tardiness without notice
  • Job abandonment (3 consecutive days where the employee has not called or reported to work)
  • Falsification of timekeeping records. Timesheets are legal documents
  • Theft
  • Negligence or improper conduct leading to damage of Augsburg-owned property
  • Insubordination or other disrespectful behavior
  • Fighting or threatening violence in the workplace
  • Unauthorized disclosure of confidential information
  • Violation of departments rules and regulations

Confidentiality

Student employees must understand that they may be exposed to information that is private and confidential while working at Augsburg University. Some departments’ student duties may include exposure to confidential records, which may contain individually identifiable student info, the disclosure of which is prohibited by the Family and Educational Rights and Privacy Act of 1974 (FERPA). 

  • Student records are not to be removed from any Augsburg office by student employees, unless requested to do so by the appropriate supervisor for official purposes
  • Student employees who are granted access to student records information are accountable for the protection of the information and its contents while it is in their possession
  • Student employees are prohibited from accessing or sharing or discussing personal records or information regarding friends, peers or other university employees with other individuals on or off campus. Questions about confidentiality parameters should be discussed with the department supervisor.

Employee Handbook

Student should refer to EE handbook on policies related to employment with Augsburg when necessary, or contact Human Resources at HR@augsburg.edu

Separation/Ending Employment

Separation

There are several reasons why a separation of student employment may occur.  Some of these reasons may include: 

  • the student choosing to resign
  • the supervisor discharging a student employee due to continuous poor performance
  • the student withdrawing from classes at Augsburg University
  • a departmental budget that can’t support more student employee hours, or 
  • the graduation of a student. 

Student supervisors must notify Human Resources of students separating employment for any reason.  Notification of student separations can be done via email to studentemployment@augsburg.edu or written memo to Human Resources, campus box 79.

Employment At-Will

In the absence of a written contract to the contrary, all Student Employment positions at Augsburg University will be at-will and are not for a definite duration. Employment can be terminated with or without cause or notice at any time, at the option of either Augsburg University or the employee.

All student timesheets are due the second Friday of the pay period by 4pm, so please work with your supervisor to ensure a smooth process. (If you’re scheduled to work Saturday, please submit your timesheet after your shift on Saturday.)
  • Print a copy, or bookmark a link to the Payroll Schedule (below).
  • Subscribe to the Payroll Calendar for key dates and reminders.
All student timesheets are due the second Friday of the pay period by 4pm, so please work with your supervisor to ensure timesheets are submitted and approved by payroll deadlines. (If you’re scheduled to work Saturday, please submit your timesheet after your shift on Saturday.)
  • Print a copy, or bookmark a link to the Payroll Schedule (below).
  • Subscribe to the Payroll Calendar for key dates and reminders.
  • Recommended: Add auto-reminders to your calendar for timesheet deadlines. You must submit your timesheet to your supervisor to receive a paycheck.
  • Timesheets with zero hours entered will be locked and auto-approved at noon on Mondays after the payroll period ends.
  • If you worked zero hours for a pay period, no problem. Allow for the auto approval of zero hours, or submit your zero-hour timesheet to your supervisor.
  • If you worked hours and did not submit a timesheet to your supervisor before Monday at noon, those hours will need to be submitted using a timesheet correction form, and will be paid out on the next bi-weekly pay date.
The responsibility lies with you to enter all your hours honestly and accurately each day you work, and submit your timesheet to your supervisor by the end of each two-week pay period. Missed deadlines may mean delayed paychecks. 
Do not wait until the end of the pay period to enter and submit your time.
  • Student are not allowed to work NO MORE than 20 hours per work week during the academic year, which is no more than a total of 40 hours per pay period for all on-campus jobs.
  • During summer, students can work more than 20 hours per week, but NO MORE than 8 hours per day, or 40 hours per week.
  • Overtime over 40 hours in one week is not permitted under any circumstances. Students should plan their work hours over multiple jobs to avoid overtime. Please check in with your supervisors to plan ahead for coverage if overtime is likely to occur.
  • Students who work four or more consecutive hours are entitled to a 15 minute paid break. The 15 minute break is intended for students to step away from their workload and workspace and rest.
  • Student employees who work 6 hours or more per day are entitled to a 30 minute unpaid lunch break, also intended for students to step away from their workspace for a meal or other break and to rest.
  • Student employees and supervisors should arrange a work schedule that is compatible with the students class schedule while meeting the needs of the department. Student employees are responsible for sharing their schedule with their supervisor. Supervisors have a right to terminate employment if a student’s work schedule does not allow time, or is not sufficient enough to complete job responsibilities.

If you get locked out of your timesheet, please contact your supervisor. They can “reject” your timesheet if you need to make a change, or if you accidentally submitted it too early. Payroll can also do this, but your supervisor should be your first contact. Changes cannot be made once payroll is closed at 10am on the Monday following the pay period end.

Please bookmark the HR/Payroll website for employees for:

  • Payroll Schedule (Pay periods and Pay Days)  We recommend you add the timesheet due dates to your calendar so you don’t miss pay days.
  • Tax and Payroll Forms (w-4 forms, direct deposit change form)
  • Time entry system guides
  • Timesheet Corrections (please use the form if hours were missed on past timesheets)
Please note:
  • Student employees do not receive holiday or vacation pay.
  • Student employees do accrue non-transferrable sick time, 1 hour for every 30 hours worked, which can be used if a scheduled shift is missed due to illness.
For existing or returning student employees:

For new student employees entering hours worked for the first time:

Student Employment includes hourly jobs in many departments and buildings on campus, but does not include jobs in the bookstore and food service; those jobs are managed by outside vendors.

  • Residence Life leadership roles are managed through Residence Life, and are not considered student employment jobs because they are compensated primarily with a housing contract. The supplemental stipend is now paid through payroll.
  • Student rate of pay is $15.57 per hour.
  • Most student positions run for the entire school year, but there are a few whose time span is shorter, for a season or for a semester. Human resources and student employment will set up each position according to the time frame required for the position.
  • Applicants for student employment jobs must have work-study as part of their financial aid package. If you have questions about your financial aid award and or work-study eligibility, contact studentfinances@augsburg.edu
  • All new student employees are required to complete  new hire steps before work begins: Background check, electronic forms packet, and an orientation session, which includes I-9 verification meeting with Human Resources.
  • All start dates will be determined by Human Resources, and confirmation  will be sent for every student employee. Supervisors must not allow or schedule students to work until approval and start date are received from Human Resources/Student Employment.
  • Returning students are not required to complete new hire paperwork  (direct deposit, tax forms, I-9 forms, background check) if done within one year of last date of working on-campus. If rehired, returning students will receive confirmation, and will complete the Returning Student Employee Form, sent by their supervisor.

Payroll Information

Pay Rates

The rate of pay for all on-campus student employment positions: $15.57 per hour.

Pay Schedule

Pay periods are two weeks in duration, beginning on a Sunday, running two weeks, and ending on Saturday.

      • Students are expected to have timesheets submitted no later than 4 pm on the Friday when the corresponding pay period ends, unless they work on Saturday, the last day of the pay period.
      • Supervisors must approve timesheets before 12 pm the following Monday. Timesheets submitted after the Monday deadline will be processed and paid in the following pay period.

Payment Methods

Students can choose one of two payment methods:

      1. Earnings are transferred via electronic direct deposit to a bank
      2. Earnings are transferred to a Rapid! PayCard, which functions like a debit card, and is issued by Augsburg Payroll Office.

Time Entry and Timesheets

Student employees are responsible for the following:

  1. Enter all your hours honestly and accurately each day you work.
  2. Submit your timesheet to your supervisor by the deadline at the end of each two-week pay period. Missed deadlines may mean delayed paychecks. 
  3. Please work with your supervisor if you have questions about timesheet submission and hours entry.

If you get locked out of your timesheet, please contact your supervisor to open it back up. (They can “reject” your timesheet if you need to make a change, or if you accidentally submitted it too early.) Changes cannot be made once payroll is closed.

 

Payslip and W-2 Access

Current Students can access their W2s through Records and Registration.

  • Login to Inside Augsburg, click Records & Registration
  • Click Student Employment Records
  • Look for the Payslip / IRS Form W-2. Choose View/Download PDF

Student W2 Access

Request a copy of 2022 W2s

W2 forms for work performed in 2023 will be mailed to all current and former employees on or before January 31, 2024. Please allow 5-7 business days for delivery. You may request a copy of your 2022 W2.

The Human Resources office reserves the right to change or adjust this information as needed.

 

Student Employment Policies

Break and Work Hours

Student employees who work four or more consecutive hours are entitled to a paid 15-minute break. The 15-minute break is intended for students to step away from their desk or workload so that they can get a break from what they are doing and/or to use the restroom. Student employees who work six hours or more are entitled to a 30-minute unpaid lunch break.

Sick and Safe Leave

Students are not eligible for benefits, so therefore are not eligible for vacation time or holiday pay. Students do not work on holidays.

Student employees who work at least 80 hours per year are covered by the Minneapolis/St. Paul Sick and Safe Time Ordinance. You will accrue one hour of paid sick and safe leave for every 30 hours worked, up to a maximum of 48 hours per year.  Student employees are permitted to carry over accrued but unused sick and safe time into the following year, however, it cannot exceed 80 hours at any time.  The policy as to when you can use sick and safe time is available in the HR Handbook or on the Employment posters.

Expectations, Policies, Procedures

All student employment is on-campus; remote work is not available.

Students should not be working more than 8 hours per day. Overtime is not allowed.

Student employees may not work more than a total of 20 hours per week during the academic year. Students and supervisors must manage weekly work study hours to divide them appropriately, based on the total number of hours available.

All student employment is contingent upon a successful background check, and new employee paperwork must be completed before work may begin.

Attendance and Punctuality

In order to maintain a productive work environment, the University expects student employees to be present and on time in reporting to work as scheduled. Absenteeism, including arriving late and leaving early, places a burden on other student and staff members and on the University.

A student employee who cannot avoid being late to work, who is unable to report to work as scheduled, or who must leave before the end of the work day must speak to the supervisor (or designee) prior to the anticipated tardiness or absence.  If advance notice is not possible, the student must report to the supervisor with an explanation within two hours of the absence.  Any student employee who does not report to work and does not call for three days will be considered to have voluntarily resigned from the job.

Hiring Information and Updates

Supervisors, please note the following:

        • Some returning students may be invited by their supervisor to return to the position in which they worked in the department in AY 2021-2022 or Summer 2022.
        • To rehire student employees, please complete a  Student Re-Hire Request Form for each student employee. Returning student employees are not required to apply through SmartRecruiters.
        • Any new or open positions will be filled with workstudy eligible students, or international students. Student applicants’ workstudy eligibility will be verified at time of application in SmartRecruiters to help supervisors make informed decisions.
        • To post a requisition for a student job with new hires, please review the SmartRecruiters Talent Searches Training options.

All students and supervisors, please note the following guidelines:

        •  Students are allowed to work up to two positions concurrently, and up to 20 hours per week during the academic year.
        • Resident Assistants and Leads in Residence Life are eligible with permission from their department to work student employment positions at the same time as their residence life roles during the academic year. Please be sure to secure this permission and notify HR/Student Employment.
        • With the exception of critical student positions (e.g., dispatchers, grounds crew), students are not allowed to work on holidays when the university is closed. Students are allowed to work only when their supervisors are working and supervising their work.
        • All student work is to be done on campus; no remote work or work from home is allowed, except for those  with a community-based assignment. If you have a question about remote work, please contact studentemployment@augsburg.edu
        • Students should contact Student Financial Services if they have questions about their financial aid package: studentfinances@augsburg.edu
        • Student employees and supervisors should arrange a work schedule that is compatible with the student’s class schedule while meeting the needs of the department.
        • Grant-funded departments will be responsible for managing their own specific budgets with respect to the student employees in their departments.
        • Adjustments may be required in student staffing, including staff available to back-up students as needed when staff are on site; adjusting or reducing the number of students scheduled at one time; critical review and openness to making changes in staffing for slow times; and reviewing/changing the office’s open hours.
        • Each department will receive hours budgets for their positions, and will be responsible for tracking and managing the hours of all their student employees through reports sent to them each month.

Prospective Student Employees: Before you Apply for Student Employment

All student workers must complete:

      • New Hire Forms
      • Background Check
      • I-9 Employment Eligibility Verification Form: Form I-9 is used to verify the identity and employment authorization of all employees hired to work in the United States.

Please be prepared and have the necessary IDs and/or documents with you for the meeting with HR to verify your identity and your employment eligibility. You may need to get documents from home to complete the I-9 form.

All students working on-campus for the first time must report to the Student Employment Office and complete their I-9 before they begin work. Students must not begin working without a complete and valid I-9 on file.

Three Steps to Complete Once Hired (New Employees)

Once you’ve been hired to a new student employment job on campus, you must complete 3 steps within 7 days, before you start work:

    1. Complete a background check
    2. Complete onboarding forms (tax forms, direct deposit form, I-9 page 1)
    3. Make an appointment for an in-person meeting with HR/Student Employment to verify both your identity (a picture ID) and your work eligibility. Please check that you currently have those required documents with you on campus; some students may need to get documents or IDs from home if they do not have them in their possession at school. Please bring all documents/IDs you’ll need to do this.

What documents/IDs should I bring to the meeting? List A or Lists B AND C

All employees are responsible for presenting documentation that they are eligible to work in the US. Federal law requires employment eligibility of all employees is verified BEFORE they begin working (I-9 form). Augsburg performs this verification in-person, and with original documents only. Copies are not accepted.

 

If you have any questions about your timesheets, paychecks, or other payroll related issues, please contact:
or
Charlotte Swanson
Student Employment Specialist
Augsburg University
Memorial Hall – Room 19
(612) 330-1058
(612) 330-1443 Fax