KUTZTOWN UNIVERSITY
Department of Human Resources
PoliciesandProcedures
Manual
DEPARTMENT OF HUMAN RESOURCES
Policies and Procedures Manual
HUMAN RESOURCES
Kutztown University
454 Normal Avenue • Kemp Building
P O Box 730
Kutztown, PA 19530
Phone 610-683-1353 • Fax 610-683-4641
Table of Contents
Telecommuting Policy ................................................................ Page 3
Workers Compensation Procedure .......................................... Page 17
Student Employment Procedure (active students) ............... Page 20
Student Employment Procedure (international students) .... Page 22
Student Employment Procedure (graduating students)....... Page 24
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HUMAN RESOURCES
Telecommuting Policy
I.
Introduction
This policy sets forth guidelines and procedures for administering telecommuting options for
Kutztown University employees. It applies to unrepresented, exempt employees
(Management) and provides guidance and direction to employees and supervisors wishing to
establish a regular telecommuting arrangement. This policy does not apply to very occasional
off-site work driven by unusual circumstances, such as inclement weather, business travel,
minor illness, etc.
Telecommuting is a cooperative relationship between the employee and the University; it is
not a right or an entitlement. All telecommuting relationships are at the sole discretion of
Kutztown University and may be terminated at any time for any or no reason. Supervisors and
employees are encouraged to seek advice from the Human Resources Office regarding the
benefits and concerns related to telecommuting.
II.
Definitions
A. Telecommuting: Work and transportation alternatives that substitute home-to-work
commuting with the option of working at home or at satellite work locations for all or
part of the employee’s normal work assignment.
B. Remote work location: Any work location (i.e., home office, alternate site, etc.) other
than the employees regularly assigned work location, for most employees this location
is the Kutztown University Campus.
Standards of Participation
III.
A. The employee and his/her supervisor must agree that the nature of the employee’s
work is conducive to a telecommuting arrangement.
B. The employee must have received a ‘Meets Expectations’ rating or higher on his or
her most recent performance appraisal.
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C. The employee cannot have received any disciplinary actions or been placed on a
performance improvement plan within the last 12 months immediately preceding the
telecommuting request.
D. The employee must have successfully completed any probationary requirements and
have completed a minimum of 12 months of service. This standard may be waived
with written approval of the appropriate Vice Chancellor.
IV.
Procedures and Requirements
A. General
1. The employee and supervisor will jointly determine if the employee’s position is
conducive to a telecommuting arrangement. If so, they will develop a
telecommuting arrangement that ensures operational needs are met.
2. The telecommuting arrangement will be piloted for an initial 90-day period. The
arrangement may be modified or terminated by the University at any time during
the pilot period if it fails to meet department and organization goals. The
arrangement may be extended beyond the initial pilot if agreeable to both the
University and the employee. In such a case, the terms of the agreement and
success of the telecommuting arrangement must be reviewed and updated on
an annual basis.
B. Telecommuting Agreement
1. A Kutztown University Telecommuting Agreement must be completed and
approved by the employee, his/her supervisor, appropriate Vice President or
Cabinet member, and the Executive Director of Human Resources, prior to the
start of a telecommuting arrangement (See Attachment A).
2. At all times, Kutztown University operational needs take precedence over
telecommuting arrangements. The employee must remain flexible and may be
required to forego telecommuting if needed in the office, or elsewhere, on a
regularly scheduled telecommute day.
3. The employee, supervisor, or Vice President/Cabinet member may terminate the
telecommuting agreement at any time. Management may terminate or suspend
the telecommuting arrangement immediately if the employee's performance
declines or if the arrangement fails to support organizational needs.
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C. Work Assignments and Supervision
1. The criteria for evaluation of the employee’s performance shall be the same as it is
for on-site employees. The employee’s work status, job duties, and responsibilities
remain essentially unchanged as a result of telecommuting. The department may
require additional duties of the employee, including periodic written reports to
his/her supervisor regarding work progress and deliverables. The employee remains
obligated to comply with all University and departmental policies, practices, and
procedures, including the safeguarding of confidential information. The employee
has the responsibility for maintaining the security and confidentiality of files, data,
records, and other information that are at, or accessible from, the remote work
location.
2. The employee must be accessible and available at all times while telecommuting,
except during periods of approved leave. The employee and his/her supervisor
shall mutually agree upon modes of communication to be used during the
telecommuting arrangement (i.e., telephone, fax, VPN network access, email,
etc.). The employee may also be required to grant calendar access to his/her
supervisor or others upon request.
3. Telecommuting is not a substitute for child care, elder care, or to be used to tend
to other personal matters. The employee agrees to make family care
arrangements as he/she would if working on-site and further agrees that such
obligations will not interfere with the employee’s work and safety obligations as
outlined in this policy.
4. Employees are not permitted to telecommute during periods of Family Medical
Leave (FMLA), medical disability, or any other medical related leave.
5. The employee is required to attend all meetings, either remotely or in person, as
determined by the supervisor. Travel expenses incurred by the employee for such
meetings are his/her responsibility. Commuting expenses between the employee’s
remote work location and the regular worksite location will not be reimbursed
under any circumstance.
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D. Work Space and Equipment
1. A designated remote work space shall be identified and maintained by the
employee that is conducive to working and free of hazards. The work space may
not be located in a high traffic area such as a kitchen, and it should not be used
by non-employees during work hours. The employee agrees that the supervisor or
designee reserves the right to visit the remote work location to ensure compliance
and safety.
2. Office supplies will be provided by the University. Employees will not be reimbursed
for out-of-pocket expenses for office supplies or any other expense, except as
provided for, by, and in accordance with, existing Kutztown University travel and
procurement policies. The University will not provide office furniture.
3. The employee will provide telephone, fax, and internet service (as applicable) at
his/her own expense. These services, including long distance phone charges, are
not reimbursable.
4. The University will provide the employee with a University issued laptop with an
encrypted hard drive. Employees will be required to follow all PASSHE security and
data confidentiality policies and procedures, and state and federal laws to
protect System data. VPN access and required software will also be provided as
necessary. It is understood that such equipment and software are the sole and
exclusive property of the Kutztown University and are subject to the same business
and proper use of technology as if it were located on-site. Kutztown University
employees must utilize University-provided technology when accessing
confidential data. Any equipment that is used by an employee (personal or
System resources) is subject to e-discovery and Right-to-Know requests.
5. The employee is required to notify his/her supervisor immediately of any
equipment, software, or internet connection malfunction or failure, or as to any
theft or loss of equipment. In the event of such, the department may, at its
discretion, supply the employee with temporary replacement equipment, or
require the employee to report to work at their regular University work location until
the problem is resolved.
6. All equipment, supplies, and other property provided by the Kutztown University is
provided exclusively for use by the employee. It may not be used by any person
other than the employee, including household members.
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7. Personal tax implications related to the remote work location shall be the
employee’s responsibility.
E. Conditions of Employment and Pay Status
1. All employment responsibilities and conditions (i.e., compensation, benefits, leave,
rights, and privileges, and disciplinary procedures) apply at the remote work
location.
2. The employee agrees to abide by the work schedule set forth by the supervisor or
department. Requests for annual leave, sick leave, etc., will be handled the same
as if the employee was working at their regular University work location.
F. Work Site Safety, Occupational Injuries and Illnesses
1. The remote work location is an extension of the University; therefore, the
telecommuting employee is covered by workers’ compensation insurance during
the course and scope of employment, during the approved work schedule, and in
the designated work location. The University assumes no liability for injuries that
occur outside of the designated remote work area or outside the employee’s
normal work schedule. The employee is responsible for immediately informing
his/her supervisor and the Human Resources Office of any work-related injury or
illness, and must allow access of the remote work location for the purposes of
preparing an incident report and investigating the incident. Further, the University
reserves the right to suspend the telecommuting arrangement until the
investigation is complete and all corrective actions (if any) are implemented.
2. To ensure safe working conditions exist, the University reserves the right to make onsite inspections of the remote work location, and will provide 24 working hours
notice to the employee of such visit, when possible.
G. Security
1. Restricted-access materials shall not be taken out of the University or accessed
remotely via computer unless approved in advance by the supervisor.
2. Employees are responsible for ensuring that non-employees do not have access to
PASSHE/Kutztown University files, records, or data in print or electronic format.
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H. Assessment and Evaluation
A review process shall be established between the employee and supervisor to
evaluate the telecommuting arrangements and to ensure work standards are being
met. Evaluation meetings will be held each quarter during the first year of the
telecommuting agreement, and annually thereafter.
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Attachment A
Kutztown University of Pennsylvania
Telecommuting Agreement Form
General Information
Employee Name: ______________________________________________________________________
Job Title: _______________________________________________________________________________
Phone: _________________________________________________________________________________
Telecommuting Agreement
The following constitutes an agreement on the terms and conditions of the telecommuting
arrangement between Kutztown University and _________________________________.
(Employee Print Name)
1. The employee has requested to utilize the option of telecommuting and understands and
agrees to adhere to his/her responsibilities and requirements as outlined in the Policy on
Telecommuting. The University concurs with the employee’s participation and agrees to adhere
to its responsibilities and requirements as outlined in the Policy on Telecommuting.
2.
The
on
employee
___
has
Date
elected
___
to telecommute
and ending on
for
an initial period
___ _ _
_
beginning
.
Date
This agreement may be extended beyond the initial period if agreeable to the University and
the employee. In such a case, the terms of this agreement should be reviewed and updated
annually. However, this arrangement can be terminated at the sole discretion of the University
at any time for any or no reason.
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3.
The
to
employee will work at the remote
am/pm on the following days
work
location
from
The employee will work at their regular work location from
to
am/pm on the following days
4.
am/pm
.
am/pm
.
The employer’s regular worksite is located at _________________________________. The
employee’s remote work location is located at:
_
(Address)
5.
For IRS reporting and travel reimbursement purposes, the employee’s “tax home” is where the
employee does most of his/her work and physically spends most of his/her time. In
accordance with item 4 above, the employee’s tax home is:
___ Kutztown University
___ Other approved KU location (please specify) ______________________
___ Remote work location
___ The employee has no regular place of employment or spends equal time among worksites
(i.e., the employee has no tax home). Note: If the employee has no tax home, travel to
other worksites generally cannot be reimbursed.
6.
The Kutztown University Human Resources Office will maintain a copy of the employee's
telecommuting agreement and schedule. The employee's time and attendance will be
recorded as performing duties at the regular worksite.
7.
The employee must obtain supervisory approval before taking leave in accordance with
established policy. By signing this form, the employee agrees to follow established procedures
for requesting and obtaining approval of leave.
8.
The employee agrees that telecommuting shall not be used as a substitute for child care,
elder care, or used to tend to other personal matters.
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9.
Kutztown University owned equipment will be serviced and maintained by the University
Information Technology department. VPN access and required software will also be provided
as necessary. The employee agrees to follow all Kutztown/PASSHE security and data
confidentiality policies and procedures, and state and federal laws to protect System data. It
is also understood that such equipment and software are the sole and exclusive property of
Kutztown University and are subject to the same business and proper use of technology as if it
were located on site. The employee further agrees to utilize University provided technology
when accessing confidential data, and understands that any equipment that is used by an
employee (personal or University resources) is subject to e-discovery and Right-to-Know
requests.
10. The employee agrees to permit inspections of the remote work location by the University to
ensure proper maintenance of Kutztown University owned property and compliance with
safety standards, or in the event of injury to complete an incident report and conduct an
incident investigation.
11. The employee is covered by workers’ compensation if injured in the course of performing
official duties at the regular worksite or the remote work location, during regular working hours.
Any accident or injury occurring at the remote work location must be brought to the
immediate attention of the supervisor and the Kutztown University Human Resources Office.
Because an employment-related accident sustained by a telecommuting employee may
occur outside the premises of the regular worksite, the supervisor or designee must investigate
all reports immediately following notification, and access to the remote work location shall be
provided. The employee understands that failure to provide access is grounds for immediately
terminating the telecommuting arrangement.
12. The University will not be liable for damages to an employee's personal or real estate property
during the performance of work duties or while using Kutztown University equipment at the
remote work location.
13. The University will not be responsible for operating costs, home maintenance, or any other
incidental costs (i.e., utilities) associated with the remote work location. While telecommuting,
the employee does not relinquish any entitlement to reimbursement for authorized expenses
submitted in accordance with Board of Governors’ and Kutztown University travel policies.
14. The employee will meet with the supervisor to receive assignments and to review completed
work as necessary or appropriate.
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15. The employee's job performance will be evaluated on criteria, milestones, and deliverables as
determined by the supervisor and will be consistent with those of non-telecommuting coworkers.
16. The employee's most recent performance rating must be ‘Meets Expectations’ or higher and
has not been subject to any disciplinary action in the past twelve months.
17. The employee will apply approved safeguards to protect PASSHE/Kutztown University records
from unauthorized disclosure, loss, or damage and will comply with the security requirements
set forth by the University and PASSHE.
18. The employee, supervisor, or Vice President/Cabinet member may terminate the
telecommuting agreement at any time. Management may terminate the telecommuting
arrangement immediately if the employee's performance declines or if the arrangement fails
to support organizational needs.
APPROVALS:
Employee: ___
Date:
Supervisor: ___
Date:
Vice President/Cabinet:
Date:
Director of Human Resources:
Date:
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Attachment B
Human Resources
Kutztown University
Worksite Safety Checklist
This checklist is designed to assess the overall safety of the remote work location. Each
participant must complete and sign this safety checklist prior to beginning a telecommuting
arrangement.
Location of remote work location:
Description of designated work area:
For each question, circle YES or NO:
1.
Is the space free of hazardous materials? YES
NO
2.
Is the space private and in a low-traffic area?
YES
3.
Is the space free of indoor air quality problems?
4.
Is there adequate ventilation for the desired occupancy? YES
5.
Is the space free of noise hazards?
6.
Are all stairs with four or more steps equipped with handrails? YES
7.
Are all circuit breakers and/or fuses in the electrical panel labeled as to intended
service? YES
NO
8.
Do circuit breakers clearly indicate if they are in the open or closed position? YES
9.
Is all electrical equipment free of recognized hazards that would cause physical harm
(i.e., frayed wires, bare conductors, loose wires, flexible wires running through walls,
exposed wires fixed to the ceiling)? YES NO
10.
Will the building's electrical system permit the grounding of electrical equipment? YES NO
11.
Are aisles, doorways, and corners free of obstructions to permit visibility and movement?
YES NO
YES
YES
NO
NO
NO
NO
NO
NO
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12.
Are file cabinets and storage areas arranged so drawers and doors do not open into
walkways?
YES
NO
13.
Do chairs have any loose casters (wheels)?
14.
Is the work area overly furnished?
15.
Are the phone lines, electrical cords, and extension wires secured under a desk or
alongside a baseboard?
YES
NO
16.
Is the office space neat, clean, and free of excessive amounts of combustibles? YES
NO
17.
Are floor surfaces clean, dry, level, and free of worn or frayed seams? YES
NO
18.
Are carpets well-secured to the floor and free of frayed or worn seams?
YES
YES
YES
NO
NO
NO
SIGNATURES:
Employee:
Date:
Supervisor:
Date:
SPECIAL NOTE: Supervisors are required to conduct an on-site inspection for any employee
giving five (5) or more "No" answers, and corrective actions must be taken prior to the start of a
telecommuting arrangement. Employees are responsible for informing his/her supervisors of
any significant change(s) to the remote work location.
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Attachment C
Human Resources
Kutztown University
Employee/Supervisor Checklist
This checklist is designed to ensure that the employee and supervisor understand the
telecommuting policies and procedures.
1. The employee and supervisor have established a work schedule for hours/days at the remote
work location.
2. The following equipment has been issued to the employee and has been documented by the
Office of the Chancellor:
Type of Equipment
Make
Model
Serial Number
Issue Date
Computer
Scanner
Fax machine
Telephone
Printer
Other:
Other:
Other:
3. Policies and procedures for care of equipment issued by the Kutztown University have been
explained and are clearly understood.
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4. Policies and procedures covering confidential information and the security of this data have
been discussed and are clearly understood.
5. Requirements for an adequate and safe office space and/or area have been discussed, and
the employee certifies those requirements are met.
6.
Performance expectations have been defined and are clearly understood.
7.
The employee understands that he/she, the supervisor, or appropriate Vice Chancellor may
terminate the telecommuting agreement at any time. The employee further understands that
management may terminate the telecommuting arrangement immediately if the employee's
performance declines or if the arrangement fails to support organizational needs. The
employee also understands that all equipment issued to him/her by the Kutztown University is
the property of the Kutztown University and must be returned immediately upon request.
SIGNATURES:
Employee:
Date:
Supervisor:
Date:
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HUMAN RESOURCES
Workers Compensation procedure
I.
Introduction
This procedure describes the workers compensation process at Kutztown University.
II.
Definitions
A. Workers Compensation: Benefits available for Kutztown University employees including
student employees injured while performing job requirements.
B. Panel Physician: Listing of medical facilities for treatment within the first 90 days of injury.
Treatment within the first 90 days of injury with a facility not on panel list may not be
reimbursed under Workers Compensation.
C. Incident Only Claim: Injury that does not result in medical treatment or lost-time.
D. Medical Claim: Reportable injury that requires medical attention.
E. Lost Time Claim: Reportable injury that causes employee to miss one or more shifts.
F. Indemnity Claim: Lost-Time claims that result in injured employee missing more than 7
days (including weekends) from work.
III.
Procedures and Requirements
A. Work-Related Injury: Injury is reported to direct supervisor who then inputs employee
demographics, date and time of incident, body part(s) injured and explanation of how
injury occurred via W.C. Submission Form located on university’s secure server. Upon
submission, supervisor can print a copy of the submission and an email notification is
generated to Human Resources and University Environmental Health & Safety.
a. Incident Only Claim: Submitted claim is reviewed and completed in H.R.
Incident Only memo along with copy of completed claim mailed to employee.
If claim does develop into a Medical or Lost-Time claim, further steps are
required.
These claims are not submitted to Workers Compensation
Administrator.
b. Medical Claim: claim with claim number is mailed to employee. Claims that
require medical attention are electronically reported to Workers Compensation
Administrator by Human Resources.
Upon submission a claim number is
assigned; the claim number will be requested by treating panel physician for
billing to Workers Compensation Administrator. Medical Claim memo along with
a copy of completed claim with claim number is mailed to employee.
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c. Lost-Time Claim: Claims for which medical attention is sought resulting in the
employee missing one or more shifts. Claim is reportable on annual Accident &
Illness Prevention Program report. Lost-Time claims of more than 7 days become
Indemnity Claims.
d. Indemnity Claim: Claims that cause injured employee to be disabled more than
7 cumulative days. Payroll completes a Statement of Wage form for wages
earned during the 52 weeks prior to date of injury and faxes to Workers
Compensation Administrator who calculates claimant’s average weekly wage
and workers compensation payable amount. If disability lasts 8 to 13 cumulative
days, workers compensation is payable only for day 8 through day 13. If
disability lasts 14 cumulative days or more, workers compensation is payable for
the entire period of disability.
B. Injury Leave Election for AFSCME & SPFPA Employees ONLY: If employee is eligible for
indemnity benefits, a calculation is performed by Payroll indicating difference between
employee’s normal net pay and the workers compensation indemnity benefits. Human
Resources sends a leave election letter and form to employee to make an election.
a. Paid injury leave (accrued sick, annual or personal leave) which results in pay
that is approximately equal to the difference between workers compensation
indemnity benefits and net salary. One full day of leave is charged for each day
absent.
b. Injury Leave without Pay which results in employee accepting only workers
compensation indemnity benefits (no additional salary will be paid). This is the
only option for employees who do not earn leave. No leave accruals earned
and employee is in inactive status for retirement credit and tuition waiver.
c. Medical/hospital, supplemental health benefits, and group life insurance
benefits continue if you currently have them and continue to pay any required
employee premiums. Disabilities lasting 1 cumulative year within 3 years of date
of injury will cause loss of employer benefits.
C. Paid Work-Related Disability Leave for Faculty, Coaches, OPEIU, SCUPA and
Management Employees: Employee receives full salary with no leave charged for
absences of 7 days or less.
a. Full salary paid by university with no leave charged for absences of 7 days or less.
b. Absences between 8 and 14 days: Full pre-disability net paid by university for 7
days and full pre-disability net paid by workers compensation/ university
between 8 and 14 days.
c. Absences over 14 days: Full pre-disability net paid by workers compensation and
university back to day 1.
d. Employee earns one-third leave accruals and remains in active status for
retirement and seniority credits and tuition waivers.
D. Unpaid Work-Related Disability Leave for non AFSCME & SPFPA: To be used when
employee’s one year eligibility (365 days) has expired and the employee has elected to
NOT use paid leave.
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E. Student Worker Injury while performing on-the-job duties: Supervisor should report these
injuries to Benefits Manager.
F. Monitoring of claims: Human Resources in conjunction with Workers Compensation
Administrator continue to monitor claims through return to full duty.
a. Reports injured employee status and upcoming medical appointments to
Department for workforce planning.
b. Works with Department for return to modified duty.
c. Rehab nurses assigned to monitor claims.
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HUMAN RESOURCES
Student Employment procedure (active students)
I.
Introduction
This procedure describes the student employment process at Kutztown University.
II.
Definitions
A. Student employee: An individual whose primary purpose is to study at Kutztown
University, and who may also be employed by the university in a student job.
B. Student job: A position which is only available to Kutztown University students.
III.
Procedures and Requirements
A. Student Eligibility:
a. Current Students: In order to be eligible to work in a student position at Kutztown
University, an individual must be a student enrolled and actively attending
classes at Kutztown University. For employment during the regular academic
year, the student must be enrolled and actively attending classes. For
employment during a break between semesters (winter) or between academic
years (summer), the student must either a) be actively enrolled in class(es) during
the break period, or b) be enrolled during the semester prior and subsequent to
the break. In the case of transfer students and incoming freshmen who want to
work during the summer prior to their first fall semester, the student must be
admitted to the university and have paid the Advance Registration Deposit
(ARD) and not have cancelled it. Students who have not yet been able to
register because of holds on their records will be reviewed on an individual basis.
b. Rationale: Positions that are available exclusively to students are eligible for
exemption from FICA taxes. The individual must meet the IRS definition of student.
Our eligibility rules meet the IRS definition of student eligible for FICA exemption.
B. Restrictions:
a. A student employee should not work for or directly in the chain of command
with a parent, guardian or immediate family member. This complies with the
state Public Official and Employee Ethics Act, as well as BOG Policy 2012-01:
Conflict of Interest. Exceptions will be reviewed in compliance with the process
outlined in the BOG policy.
(http://www.passhe.edu/inside/policies/BOG_Policies/Policy%202012-01.pdf)
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b. In no event may a student work prior to the employment application being
received in Human Resources and an I-9 form being on file in HR.
C. Hiring Process:
a. Student identifies job opportunities on campus. Upon accepting an offer of
campus employment, the student presents the campus employer with the work
authorization card.
b. Student completes employment paperwork in Human Resources. Upon
completion of required paperwork (including I-9, W-4, address and direct deposit
forms), the student will be issued a work authorization card. This card tells the
hiring department that the student is authorized to work on campus.
c. The campus employer submits an online application on behalf of the student.
d. The Financial Aid office receives the application and verifies enrollment and any
eligibility for work study awards, etc. After noting the amount of any work study
award and coding the job accordingly, Financial Aid forwards the application to
Student Payroll.
e. Student Payroll matches the application up with the paperwork and enters the
student employee’s information into SAP. This information uploads to eTime, the
student time entry system.
f. The student employee enters hours worked into eTime and signs them on or
before midnight of the Friday of the pay period end.
g. The campus employer reviews and approves the hours entered by noon of the
Monday following pay day.
h. Hours entered, signed and approved by each deadline will be paid on the
Friday pay day following (two weeks later).
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HUMAN RESOURCES
Student Employment procedure (international students)
I.
Introduction
This procedure describes the student employment process at Kutztown University.
II.
Definitions
A. Student employee: An individual whose primary purpose is to study at Kutztown
University, and who may also be employed by the university in a student job.
B. Student job: A position which is only available to Kutztown University students.
III.
Procedures and Requirements
A. Student Eligibility:
a. Current Students: In order to be eligible to work in a student position at Kutztown
University, an individual must be a student enrolled and actively attending
classes at Kutztown University. For employment during the regular academic
year, the student must be enrolled and actively attending classes. For
employment during a break between semesters (winter) or between academic
years (summer), the student must either a) be actively enrolled in class(es) during
the break period, or b) be enrolled during the semester prior and subsequent to
the break. In the case of transfer students and incoming freshmen who want to
work during the summer prior to their first fall semester, the student must be
admitted to the university and have paid the Advance Registration Deposit
(ARD) and not have cancelled it.
b. International Students: International students must meet the same eligibility
requirements as students who are citizens. If the international student does not
have a social security number, they must follow a process to apply for one. More
specific
information
is
listed
on
the
Student
Payroll
website:
http://www2.kutztown.edu/Documents/HR/Payroll%20Student/InternationalStudentEmployment.pdf
c. Rationale: Positions that are available exclusively to students are eligible for
exemption from FICA taxes. The individual must meet the IRS definition of student.
Our eligibility rules meet the IRS definition of student eligible for FICA exemption.
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B. Restrictions:
a. A student employee should not work for or directly in the chain of command
with a parent, guardian or immediate family member. This complies with the
state Public Official and Employee Ethics Act, as well as BOG Policy 2012-01:
Conflict of Interest. Exceptions will be reviewed in compliance with the process
outlined in the BOG policy.
(http://www.passhe.edu/inside/policies/BOG_Policies/Policy%202012-01.pdf)
b. In no event may a student work prior to the employment application being
received in Human Resources and an I-9 form being on file in HR.
C. Hiring Process:
a. Student completes employment paperwork in Human Resources. Upon
completion of required paperwork (including I-9, W-4, address and direct deposit
forms), the student will be issued a work authorization card. This card tells the
hiring department that the student is authorized to work on campus.
b. Student identifies job opportunities on campus. Upon accepting an offer of
campus employment, the student presents the campus employer with the work
authorization card.
c. The campus employer submits an online application on behalf of the student.
d. The Financial Aid office receives the application and verifies enrollment and any
eligibility for work study awards, etc. After noting the amount of any work study
award and coding the job accordingly, Financial Aid forwards the application to
Student Payroll.
e. Student Payroll matches the application up with the paperwork and enters the
student employee’s information into SAP. This information uploads to eTime, the
student time entry system.
f. The student employee enters hours worked into eTime and signs them on or
before midnight of the Friday of the pay period end.
g. The campus employer reviews and approves the hours entered by noon of the
Monday following pay day.
h. Hours entered, signed and approved by each deadline will be paid on the
Friday pay day following (two weeks later).
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HUMAN RESOURCES
Student Employment procedure (graduating students)
I.
Introduction
This procedure describes the student employment process for graduating students at Kutztown
University.
II.
Definitions
A. Student employee: An individual whose primary purpose is to study at Kutztown
University, and who may also be employed by the university in a student job.
B. Co-op Intern: A non-represented classification used for those miscellaneous hourly
temporary positions as may be required.
C. Student job: A position which is only available to Kutztown University students.
III.
Procedures and Requirements
A. Student Eligibility:
a. Graduating Students: In some instances, a department may request to extend a
graduating student employee past the date of graduation. If the student will not
be attending class(es) during the break after graduation and will not be enrolled
for the semester following graduation, the student may remain on student payroll
for 1 full pay period after graduation. In the case where graduation falls in the
middle of a pay period, the student may continue on student payroll for the
remainder of that period and one full period following. In no case should the
extended student employment period exceed 4 weeks. In its request, the
department should detail the reason for the request (such as to complete a
project currently underway), list the student’s particular skill set that makes it
impossible to find another student to complete the project in question, and the
operational impacts if the graduating student’s employment is not extended.
The request should be sent via email to the Student Payroll Technician and the
Payroll Manager as soon as the department is aware that the extension will be
necessary, but no later than 4 weeks prior to graduation.
b. Co-op Intern: There may be some situations where hiring the graduating student
on the faculty/staff payroll may be appropriate. If the graduate is to be
employed longer than the extended period approved on student payroll, the
proposed job duties must be reviewed by Human Resources staff to see if the coop intern classification is appropriate or if the duties more closely align with an
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existing PASSHE job classification. If that is the case, the position would need to
be paid at the designated level and would possibly be subject to
posting/advertising, background checks and/or other collective bargaining
agreement requirements. In no event should the co-op intern employment be
expected to last longer than 6 months. Requests for co-op interns should be
initiated through the standard position requisition process.
B. Restrictions:
a. A student employee should not work for or directly in the chain of command
with a parent, guardian or immediate family member. This complies with the
state Public Official and Employee Ethics Act, as well as BOG Policy 2012-01:
Conflict of Interest. Exceptions will be reviewed in compliance with the process
outlined in the BOG policy.
(http://www.passhe.edu/inside/policies/BOG_Policies/Policy%202012-01.pdf)
b. In no event may a student or co-op intern work prior to the employment
application and/or required approvals being received in Human Resources and
an I-9 form being on file in HR.
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