April 2015

When hiring for your position(s), complete the top portion of the Student Hire Paperwork Checklist to ensure that students agree to and accept the terms of employment. All new student employees need to bring this form to the
Office of Career Services (OCS) immediately to complete all the necessary paperwork (i.e. I-9, E-Verify) BEFORE being entered into VIP. It is imperative that you send new student hires to Career Services immediately upon hire so that there will not be a delay in the e-verification process. This must be done before a student is allowed to do anything that they will be paid for.
Once students have returned the Student Hire Checklist to their hiring supervisor, they can be entered into VIP using the dates listed on the checklist.
An assigned representative from each department will enter information on the student and the terms of his or her appointment on VIP. The Office of Financial Aid will review all information sent for Federal Work-Study Students.
The Office of Global Studies & Multicultural Engagement (GSME) will review all information sent for international students. Institutional Student Employee (ISE) information will go directly to the USC Payroll Office.
Timecards will need to be entered on ITAMS for hourly students. Salaried employees (stipends & onetime pays) will not require a timecard. For information regarding ITAMS and a complete guide to entering timecards, please visit the following website: http://busfinance.admin.sc.edu/payroll/itams.asp
.
Any Questions?
Laura Foreman, Carla Hayes, or Maria Chandler
Contact Information
Human Resources Office
Rose Jackson
Financial Aid Office
Mary Cristian
Career Services Office
Andy Kabasele
Global Studies & Multicultural Engagement x3317 x3476 x3440 x3671

 http://web.usca.edu/career-services/index.dot
USCA Career Services
 http://www.usca.edu/financialaid/ - USCA Office of Financial Aid o http://web.usca.edu/financialaid/types-of-aid/student-employment.dot
- Student Employment
Information o http://web.usca.edu/dotAsset/6f003635-d2c3-41e8-85fd-f9287a404342.pdf
— 2015-2016
Federal Work-Study Brochure
 http://www.usca.edu/hr/index.html
- USCA Human Resources o http://www.usca.edu/hr/forms.html
- Human Resources Forms (Hiring Documents, etc.) o http://www.usca.edu/hr/payrollprocedures.html
- Payroll Procedures - For all other payroll procedures (Temporary Hires, Dual Employment, etc.)
 http://web.usca.edu/gsme/ - USCA Office of Global Studies and Multicultural Engagement
 https://itams.csd.sc.edu/ - ITAMS o http://busfinance.admin.sc.edu/payroll/itams.asp
- Additional ITAMS information (training manual, etc.)
 http://busfinance.admin.sc.edu/payroll/forms.asp
- USC Payroll Forms
 http://vip.sc.edu
– VIP
 https://e-verify.uscis.gov/emp/vislogin.aspx?JS=YES - E-Verify o http://hr.sc.edu/salaryadmn/everify.html
- Additional E-Verify Information







1714 College Street

Columbia, SC

29208
803-777-8134

803-777-6017 fax www.sc.edu/financialaid
REQUEST FOR STUDENT SERVICES
Position or Job #
Position of
Employing Department Name
Department Contact
Contact Phone Number
Hire
Change
Termination
Positions
I9 form: is attached has been submitted
Expenditure Class Codes
51422 Undergraduate Work-Study
51424 Undergraduate Work-Study Non-enrolled
51426 Graduate Work-Study No Assistantship
51420 Undergraduate Non-Work-Study
51423 Undergraduate Non-Work Study Non-
Enrolled
Undergraduate – Work-Study
Undergraduate – Non-Work-Study
Graduate – Work-Study / No Assistantship
Community Service
Yes No
Note: Requests for Graduate Assistants other than Graduate Work-Study listed above must be submitted on form PBP-3G
1.
Social Security Number Class Slot Name
First
Salary
2.
Begin Date
Hour Rate
Month Day
Middle
Effective Date
Last
Part Time
Year
End Date
Month
Full Time Basis
Month Day Year
Home Department
Day Year
Hrs/Week
Hrs/Appt.
Check Dist.
Emp Type
Time Dist.
Main Reg Bran TTV FLSA 1 2
+
_
3
Fed Y
N
Expected Earnings $
State Y
N
FICA Y
N
I9 Date
Month Day Year
Override
Dept.
SIGNATURES
Department
Student Aid
Rev. 2/2004
Fund Class Analytical
Date
Date
F
V
FS
O
Campus Amount Percent
Payroll Date
PBP-3

Please consider this memo as an employment letter verifying that the following student
________________________________________ has been hired for an On
‐ campus position
(Full printed name) at _________________________________. The student will perform the following duties
(List the Employing Area)
_________________________________________, and will begin on ‐ campus employment
(Administrative, research, student help, etc.) as soon as his/her social security number becomes available. Our office fully understands that international students in F ‐ 1 status are limited to working a maximum of 20 hours per week when the school is in session. This student will begin work once he/she has been issued a social security number and all the employment paperwork has been processed through the Office of
Career Services at USC Aiken.
Employer/Supervisor Name: _______________________________________
(Please Print)
Employer Title: __________________________________________________
Employer Signature: __________________________
Employer Telephone Number: __________________
Today’s Date: __/_ __/____ __
On-Campus Employment Offer Letter

Office of Financial Aid
471 University Parkway • Aiken, SC 29803
803
‐
641-3476 • Fax 803 ‐
643-6840
Email: stuaid@usca.edu
• www.usca.edu/financialaid/
F
EDERAL
W
ORK
S
TUDY
PART I: Instructions— Departments must complete and forward this form to the Office of Financial Aid by or before May 15, 2015 . This request must be completed and returned to the Office of Financial Aid for all Federal
Work Study positions and every position must be approved and funded before an award will be made or an offer can be extended. If you have multiple positions, please copy and paste, or print, the second section of the form as needed. The hiring supervisor should complete the form, and both the hiring supervisor and the department head must sign it. Please return the form via inter-campus mail or in an email attachment.
Important Notes: o Awards will be made based on financial need (from FAFSA results) AND the availability of Federal funds. Due to the impact of Sequestration on Title IV Student Financial Aid Programs, funding for
FWS in the 2015-16 award year is expected to be reduced. o Students who are awarded work study funds in their initial award package will receive an award notice via snail-mail. Subsequent FWS award notifications will be sent to USCA email accounts. o This form is for information gathering purposes to help us better utilize our FWS funding when making awards. It does not determine or affect departmental budget allocations for student employment. Departmental budgets for student employment are determined by the Budget
Office.
Academic Year: _____________
Department: _______________
Location: __________________
Phone Number: _____________
Supervisor: ______________________ Email address: _______________________
Department Head: _________________________ Email address: __________________
ITAMS Time Card Approver: ____________________
Number of Positions Requested: _________________

PART II: ( Complete this section for each position requested)
Student Job Title: ____________________

Academic Year Employment (Fall & Spring Semesters)
 Fall Only

Spring Only
Hourly Rate: _____________ Hours/Week: ____________
Total estimated number of working weeks for this position: _____________
Total estimated funding needed for this position (expected earnings): _____________

Continuing Work Study Student Requested (if so, provide full name and VIP ID):
______________________
 Funding for New Hire Requested (department to advertise) ______________________
Brief Job Description:
___________________________________________________________________
______________________________________________________________________________
_______
Will this position require contact/service to the community? Y N
If so, please explain how:
________________________________________________________________
Department Comments:
________________________________________________________________
Supervisor Signature: _____________________________________________ Date:
_______________
Department Head Signature: _______________________________________ Date:
______________

Request approved
 Request approved, with adjusted amount

Request denied
Authorized By: ___________________________________________________ Date:
_______________
Amount Authorized: _____________
04/22/15


By law, I-9 Forms must be completed no later than the time of hire, which is the actual beginning of employment. Due to the addition of the E-Verify requirement, it is now USCA’s policy to complete the I-9 Form and the E-
Verify process BEFORE employees can begin to work! When completing the I-9, please make sure the appropriate documentation is attached! ( NOTE: E-verify and I-9 Forms are valid for 3 years unless the employee has had more than a one-year break in service . If there is more than a one-year break in service, an updated I-9 will need to be completed, plus the employee will have to be processed through E-verify again.
Please make sure you are using the most current I-9 form. Please see the
USCA HR Forms website for the most current forms.) For most, if not all, of your student hires, the I-9 form and the E-verify process will be handled through the Career Services Office. For temporary faculty and staff, the department will be responsible for collecting and entering this information. Please call Human Resources at x 3317 with any questions.

You should never use 17110 as your check and/or time distribution number.

Your I.D. and pin # for ITAMS will be the same as your VIP ID and pin.

Background checks will be completed on student applicants whose position responsibilities include handling money, or working with minors.

Summer Hiring Reminders
Be sure to use the proper class code when hiring students in the summer. If your student employee is attending classes, you should hire them with a 51420 class code. If they are not taking classes, you would hire them with a 51423 class code.

Hiring Dates for Student Employees for Academic Year 2014-2015: o Fall Semester: ISE Students -- August 9, 2015 – December 12, 2015*
FWS Students -- August 16
– December 12, 2015*
(*unless he/she graduates before the December 12 th o Spring Semester: January 3, 2016 – May 7, 2016
end date) o Whole Academic Year: August 9 (ISE) or August 16 (FWS), 2015 -
May 7, 2016

Summer 2014 Hire Dates: o o o
MAYMESTER
SUMMER I
SUMMER II
5/10/15 – 5/30/15
5/31/15 – 7/4/15
7/5/15 – 8/8/15


Open positions can be posted on USC Aiken ’s online job posting site,
Pacer Career Connection . You can access this site online through Career
Services via the Job Board menu link.

Departments handle the entire application process. They provide applications for the students, they collect the applications, and they conduct the interviews to decide whom they will hire. (The USC Aiken
Student Employment Application is available on Career Services’ website if you would like to use it.)

Before offering a position, please verify that the student is currently enrolled at USC Aiken. You can verify this by either looking it up on
Banner or by calling the Records Office (641-3550).

Once a department hires a student, the hiring supervisor and the student complete and sign the top portion of the Student Hire Paperwork Checklist.
The student then takes the checklist to Career Services to complete the next step of the hiring process. This must be completed before the student does any work for the university.

When the student takes the Student Hire Paperwork Checklist to Career
Services (Penland 107), the student completes the I-9 and E-Verify. The
Department of Homeland Security requires verification of original documents in order to complete the E-Verify. Please make sure students know this. A list of acceptable documents is included in this packet. If a student already has a current I-9 on file with the university, he/she will not be required to provide any original documents. He/she must still take the
Student Hire Paperwork Checklist to Career Services.

International students are required to provide extra documentation.
A student who is a “lawful permanent resident” must provide his/her
Alien Registration Number/USCIS Number.
A student who is an “alien authorized to work,” must provide his/her
Passport, Visa, I-94, I20, and social security card. Please see “A
Note from Global Studies and Multicultural Engagement
” for important information on hiring an international student.

Students will receive a brief orientation at Career Services wherein they will learn basic information about USCA policies, FERPA, VIP, and ITAMS.
They will also receive a Student Employee Handbook.


After completing the necessary paperwork at Career Services, the student may begin work. He/she will return the completed Student Hire Paperwork
Checklist to the hiring supervisor. There will be a Confidentiality
Agreement attached to the checklist that the supervisor and the student will read and sign.

The department must then key the hire into VIP. Keep in mind, to key hires into VIP requires special authorization (Contact Human Resources 641-
3317 for information).
 If this is the student’s first job on campus, it will take roughly two more weeks for Payroll to complete the dataentry of the student’s I-9. This means a “no I-9 on file” message may appear when keying in the hire. It also means the student won’t be able to create an employee account in VIP right away.
 The supervisor will enter the student’s time into ITAMS until the student has gained access to VIP and can do it himself/herself. Salaried positions
(stipends & onetime pays) will not require a timecard.

If you would like to evaluate your student’s performance at the end of each semester, you will be providing valuable feedback to the student. You can find an evaluation form on the Career Services’ website.
If you have any questions, please contact Mary Cristian at 641-3440 or marycr@usca.edu
. Be sure to check the newly revised Career Services website for even more information!!

Departmental Guidelines for Student Employment

It is a priority for USCA to hire Federal Work-Study (FWS) students when at all possible. FWS funds are awarded to students based on need and represent a portion of the student’s financial aid package. 75% of student’s earnings are paid through federal funds, and the remaining 25% are charged to the hiring department. Therefore, it costs USCA much less when a FWS student is hired as opposed to Institutional Student
Employment (ISE) where 100% of the earnings are charged to the hiring department. In addition, USCA is allocated a certain amount of FWS funds on an annual basis. If we do not spend this allocation, then we would likely receive a reduced allocation in future years.

All student employment jobs should be listed with the Career Services
Office as FWS students or ISE students.

The appropriate class codes are:
51420 – ISE
51422
– FWS
51423 – Non-Enrolled student (summer only)
Note: You may transfer funds between these class codes if using an A fund account.

Before your department hires a student using ISE funds, please ask the student if he/she has a current financial aid application on file. If the student does, or is unsure, please contact the Office of Financial Aid. They will check the student’s eligibility and possibly be able to award them FWS funds, thus saving your department money and allowing us to more fully use our allocation.

Tips for calculating FWS hours and tracking FWS earnings:
TIP 1: Take the total award amount, divide by number of working weeks in the year
(34 – 2 for Christmas and spring break usually = 32), divide that by the hourly rate to get the number of hours per week they can work.
Example: $2000 FWS for year divided by 32 = 62.5 hours total divided by $7.25/hr =
8.6 or approximately 8 hours per week.
TIP 2: Allow for 2- 3 weeks extra in case you need your student to work more hours a particular week. Remember: payroll runs 2 weeks behind.
TIP 3: Keep an excel spreadsheet or a written record in the student’s paper file of the number of hours worked each week and the total amount earned. Compare that figure weekly to the total amount they were awarded in Work Study to make sure they don’t go over their award. When they get close, terminate the FWS slot.
Remember: always calculate total earnings against the total award amount.

•
Check with the Office of Global Studies and Multicultural Engagement whether the student you want to hire is eligible to work and how many hours they can work for your department.
• Complete the International Programs On-Campus Employment Offer Form (See sample letter in the FORMS section) and instruct the student to return it to the Office of
•
Global Studies and Multicultural Engagement. This needs to be printed on letterhead of the department.
If the student does not already have a Social Security Number (SSN), allow 7-10 days for him/her to apply and receive his/her card. They need the Employment Offer
Form and a letter from the Office of Global Studies and Multicultural Engagement to apply for a SSN. Once the SSN has been issued, the I-9 can be completed and the
• student needs to go give a copy of the card to the Office of Global Studies and
Multicultural Engagement.
Allow extra time for employment eligibility verification (E-verify process take 3-4 more days for international students).
NOTE: Once you enter the number of hours in the system, send Mandi Askey in the Student Life Office an e-mail at MandiA@usca.edu
stating that you have entered the student in VIP so they can lift the hold for employment. The system does not let me know that you entered the employment information and if you do not send me a message, the student will be working but not getting any money for the work.