Student Employment
PREPARING HIRING DOCUMENTS FOR
STUDENT EMPLOYEES
Learning Objectives
 Prepare a Payroll Action Form (PAF)
New Hire
 Previously Employed
 Extension
 Federal Work Study
 Change of Account
 Merit Increase
 Termination

Learning Objectives
 Prepare additional student employment required
forms:
Eligibility and Application Form
 New Hire Policy and Acknowledgement Forms

 Drug/Alcohol
Free Work Place
 Sexual Harassment
 Work Place Safety
Learning Objectives
 Prepare an I-9 for:
U.S. Citizen
 Permanent Resident
 Foreign National
 What dates can be used

 Signature dates (employee and employer)
 Certification
The goal of Student Employment is to make preparing
hiring documents a easy process.
 How we do not want you
to feel when preparing
hiring documents
• How we do want you to
feel when preparing
hiring documents
Hiring documents:
 Employers are responsible for submission of
original, complete and accurate employment
documents.
 For a student employee to receive a paycheck, all
the hiring documents must be received, reviewed
and approved by the Student Employment staff
prior to the student’s first day work.
 Hiring documents must be completed within three
(3) working days prior to the students first day on
the job.
Hiring documents
 A student PAF can extend for three academic
terms/semesters, which includes the current
term/semester.
 There are three (3) terms within the academic year.
 Term 1 (FALL):
8/16 – 12/31
 Term 2 (SPRING):
1/1 – 5/15
 Term 3 (SUMMER): 5/16 – 8/15
(These date will change yearly. Please refer to the Academic
Calendar on the UNR website)
Hiring Documents
 Copies of the following documents may be kept in the
student’s personnel file within your department.
• Payroll Action Form (PAF)
• Eligibility and Application Form
• New Hire Policy and Acknowledgment Form
 Copies of the following documents may not be kept in
student’s personnel file within your department.
• I-9 Employment Eligibility Verification Form
• I-9 Employment Eligibility Verification Documents
• W-4 Employee’s Withholding Allowance Certification
Hiring documents
 The effective date of hire can be no earlier than the
“Payroll Start Date” listed on the Payroll Action
Form (PAF).
 If the student is not eligible to work in a student
employee category and hours have been reported,
those hours must be paid by the department as a
temporary worker through Business Center North
(BCN).
 A student cannot hold a classified position or Letter
of Appointment position with a student position.
Position Control Numbers
 The department must include a position control
number (this is not the job board number) on each
PAF.
 Position control numbers are assigned to the
department by Planning, Budget and Analysis: 7846516
5XXXX
Position Control Numbers
 Our office cannot process the hiring documents unless
Planning, Budget and Analysis has “linked” the
position number with the department’s account
number.
 Since all student employment positions are temporary,
all account lines on the PAF must have an end date.
 A student PAF can extend for three academic
terms/semesters.
Earning Codes
 The following earning codes are used on the PAF to
identify the amount of wages charged to the
departments budgets.

STU = department is charged 100% of student wages.

Work Study (FW1 or FW2) = the department is charged 25% of
student wages and the federal pays 75% of student wages.
o FW1 = Fall Work Study
o FW2 = Spring Work Study
o In some rare cases Non-Need Based Work Study may be awarded to
the student by financial aid in this case the earnings codes will be SN1
for Fall and SN2 for Spring.
New Hire
 Documents required for a New Hire are:
•
•
•
•
•
Payroll Action Form (PAF)
Eligibility and Application Form
I-9 (Employment Eligibility Verification)
W-4 (Employee’s Withholding Allowance Certificate)
New Hire Policies and Acknowledgement Form
It is highly recommended that the forms are downloaded from our
website to assure the most current forms are being used.
http://www.unr.edu/hr/forms/forms.aspx
New Hire
1.
Prepared By - enter the department representives that is preparing the PAF,
name (first and last), phone extension and mail stop. This will be the
contact for any problems with the paperwork submitted.
2. Name - enter the student’s name (Last, First MI)
*it is important to list the student’s middle initial so that we can locate the
appropriate student if more then one.
3. Effective Date – enter the actual date that the student will begin working
1
2
Worker, Student E.
Your name here, 784-6082, MS 0238
3
8/05/2010
New Hire
4. ID – Since the employee is new please leave this section blank. Please do not
enter a social security # and/or Student R # as the ID on PAFs. The student will not
have an Employee Identification Number (ID) until they are entered in the HRMS
system so the HR office will fill this in once the paperwork is entered.
5. Campus – enter UNR, it will always be UNR for the University of Nevada, Reno
Employees.
6. Employee Type – enter Student Worker I, II or III
4
6
5
Student Worker I
UNR
New Hire
7. Vice President –enter code for your Vice President Office
8. College –enter code for the College/Dean you are under
9. Dept. Code – enter your department code. This MUST be filled in and it is very
important to have the correct department code listed because this is where the
student’s timesheet will be sent when generated, you can always find your correct
department code in CAIS under Human Resources.
10. Dept. Name – enter the full name of the hiring department.
7 VPAF
8 AVPH
9 HR - UNR
10
Human Resources - UNR
New Hire
11.
Position Number (Pos No) – enter the position number (5XXXX).
This is the student’s pool number and not the job board number. If
you do not know your position number, you can contact Planning Budget
and Analysis at 784-6516 if state account, Sponsored Projects Office 7844040 if a grant or gift account.
12. Begin Date – This is the date the student physically begins working in
his/her position.
13. End Date – This is the last date of employment and can only extend the
maximum of the three term/semester limit.
11
50122
12
10/20/08
13
8/15/09
New Hire
14.
Job Class Code – The job class code is based on the student job
classification and would be the same job class code that you used when
assigning/posting the job on Career Navigator.
• 888111 = Student Worker I
• 888222 = Student Worker II
• 888333 = Student Worker III
15.
Job Title – Job Title is the job title listed when you assigned/posted the
job on Career Navigator (clerical, lab assistant, tutor, etc.)
14
888111
15
Front Desk Clerk
New Hire
16.
Account Number – the account number is the account number that has been set
up for your department to pay student wages and is a 10 digit number. Make sure
that the account(s) is:
• A valid account number
• Budgeted account
• Account is linked to your department position number
17.
Earnings Code – “STU” is the most common earnings code used for students. If
the student has been awarded work study the earnings code will not be STU (refer
to work study section on work study earnings code). The earnings code MUST be
listed on the PAF.
18.
Hourly or Pay Amount – List the student’s hourly wage amount. Student’s do
16
not earn a salary amount. The hourly wage amount may not be less than the
federal/state minimum wage amount and may not exceed the maximum wage
amount for a student employee without approval from the director.
1101-104-0401
17 STU
18
9.00
New Hire
19.
Payroll Start Date – The payroll start date is the date the employee fiscally begins working
on the job with your department.
20.
Payroll Stop Date – The payroll stop date is the last date the student employee is expected
to work (sample “A”).
• The payroll stop date cannot exceed the last date of the third semester max extension
limit. If you choose to prepare the payroll stop date for the full three terms it is
recommended that each term be on it’s own account line (sample “B”).
• The student must remain eligible in order to work as a student employee from one term
to the next. HR will run report to see if the student falls below the eligibility and will
first notify the department then terminate the employment.
Sample “A”
19
Sample “B”
Fall
Spring
Summer
10/20/08
1/1/09
5/16/09
12/31/08
5/15/09
8/15/09
10/20/08
20
Term Schedule
Fall:
8/16 – 12/31
Spring:
1/1 – 5/15
Summer: 5/16 – 8/15
11/30/08
New Hire
21.
Cert Method –the cert method box is where you will put the job board number (6 digit
number) assigned/posted on Career Navigator for the position in which the PAF is being
prepared for. If the student is working more than one job within your department each job
needs to:
• Have it’s own job board number assigned/posted
• Have a separate PAF with a separate job board number listed on the PAF
22.
Comments – the comment section can be used to add any additional information that may
find helpful, such as:
• New Hire Student Employee
• New Hire within this department, I-9 and W-4 on file with Student Employment
x696391 21
22
New Hire
23.
Signatures and Date – Chairs, department heads, or their equivalents may
sign Student Employment Personnel Action Forms (PAF) as the appointing
authority for their organizational units; or they may delegate that authority to the
individual responsible for the account from which the student is paid.
24.
Employee Signature and Date – the student must sign and date their new
hire PAF. We can not process without the student’s signature and date.
23
24
New Hire
The new hire PAF
is complete and
should look
similar to the PAF
on the right
Rehire/Reinstatement
 Rehire or reinstatements are the same as:

previously employed
 Documents required are:





Payroll Action Form (PAF)
Eligibility and Application Form
*I-9 (Employment Eligibility Verification)
*W-4 (Employee’s Withholding Allowance Certificate)
*New Hire Policies and Acknowledgement Form
 *They do not always require a I-9, W-4 and New Hire Policies and
Acknowledgement form.


If the student has had more than a 90 day lapse in employment the forms are required.
If the student was previously terminated the forms may be required or a new hire packet.
You can contact the Student Employment office to make sure the forms are necessary.
It is highly recommended that the forms are downloaded from our website to
assure the most current forms are being used.
http://www.unr.edu/vpaf/hr/forms/forms.asp
Rehire/Reinstatement
 A rehire/reinstatement PAF is done the same way as a new
hire.
 The difference is the forms that are required and are not
required depending on the date the employee was terminated
from their last position. If you are not sure which forms will
be needed for a re-hire student employee contact the Human
Resources department and we will be happy to let you know
what is needed.
 When preparing a PAF for a rehire/reinstatement, follow the
new hire procedures.
Extension
 A Extension PAF is used when extending an end
date for an employee who is currently employed
as a student employee within your department.
 Extension PAFs are prepared the same as a new
hire PAF.
The effective date, begin/end date and payroll start/stop
dates will change.
 The student does not need to sign and date the PAF

 On most occasions only a PAF is required.
Extension
1. Prepared By - enter the department representives that is preparing the PAF,
name (first and last), phone extension and mail stop
2. Name - enter the student’s name (Last, First MI)
*it is important to list the student’s middle initial so that we can locate the
appropriate student if more then one.
3. Effective Date – enter the date of when the extension date will take effect.
1
2
Worker, Student E.
Jannine Haggard, 43598, MS 0105
3
10/20/08
Extension
4. ID - Leave blank unless you have the employee number, social
security #’s. and Student R #’s are not allowed on PAFs.
5. Campus – enter UNR, it will always be UNR for the University of Nevada,
Reno Employees.
6. Employee Type – enter Student Worker I, II or III
4
6
5
Student Worker I
UNR
Extension
7. Vice President –enter code for your Vice President Office
8. College –enter code for the College/Dean you are under
9. Dept. Code – enter your department code. This MUST be filled in and it is very
important to have the correct department code listed because this is where the
student’s timesheet will generate, you can always find your correct department
code in CAIS under Human Resources.
10. Dept. Name – enter the department.
7 VPAF
8 AVPH
9 HR - UNR
10
Human Resources - UNR
Extension
11.
Position Number (Pos No) – enter the position number (5XXXX).
This is the student’s pool number and not the job board number. If
you do not know your position number, you can contact Planning Budget
and Analysis at 784-6516 if state account, Sponsored Projects Office 7844040 if a grant or gift account.
12. Begin Date – This is the date the student’s extension date begins for his/her
position.
13. End Date – This is the last date of employment and can only extend the
maximum of the current academic year.
11
50122
12
10/20/08
13
8/15/09
Extension
14.
Job Class Code – The job class code is based on the student job
classification and would be the same job class code that you used when
assigning/posting the job on Career Navigator.
• 888111 = Student Worker I
• 888222 = Student Worker II
• 888333 = Student Worker III
15.
Job Title – Job Title is the job title listed when you assigned/posted the
job on Career Navigator (clerical, lab assistant, tutor, etc.)
14
888111
15
Front Desk Clerk
Extension
16.
Account Number – the account number is the account number that has been set
up for your department to pay student wages and is a 10 digit number. Make sure
that the account(s) is:
• A valid account number
• Budgeted account
• Account is linked to your department position number
17.
Earnings Code – “STU” is the most common earnings code used for students. If
the student has been awarded work study the earnings code will not be STU (refer
to work study section on work study earnings code). The earnings code MUST be
listed on the PAF.
18.
Hourly or Pay Amount – List the student’s hourly wage amount. Student’s do
16
not earn a salary amount. The hourly wage amount may not be less than the
federal/state minimum wage amount and may not exceed the maximum wage
amount for a student employee without approval from the director.
1101-104-0401
17 STU
18
9.00
Extension
19.
Payroll Start Date – The payroll start date is the extension date. If the previous
job ended on 10/19/08, the new payroll start date will be 10/20/08.
20.
Payroll Stop Date – The payroll stop date is the last date the student employee
is expected to work (sample “A”).
• The payroll stop date cannot exceed the three semester term limit. If you
choose to prepare the payroll stop date for the three term limit, it is
recommended that each term be on it’s own account line (sample “B”).
• The student must remain eligible in order to work as a student employee from one
term to the next.
Sample “A”
19
Sample “B”
Fall
Spring
Summer
10/20/08
1/1/09
5/16/09
12/31/08
5/15/09
8/15/09
10/20/08
20
Term Schedule
Fall:
8/16 – 12/31
Spring:
1/1 – 5/15
Summer: 5/16 – 8/15
8/15/09
Extension
21.
Cert Method –the cert method box is where you will put the job board number (6 digit
number) assigned/posted on Career Navigator for the position in which the PAF is being
prepared for. If the student is working more than one job within your department each job
needs to:
• Have it’s own job board number assigned/posted
• Have a separate PAF with a separate job board number listed on the PAF
22.
Comments – the comment section can be used to add any additional information that may
find helpful, such as:
• New Hire Student Employee
• New Hire within this department, I-9 and W-4 on file with Student Employment
x696391 21
22
Extension
23.
Signatures and Date – Chairs, department heads, or their equivalents may
sign Student Employment Personnel Action Forms (PAF) as the appointing
authority for their organizational units; or they may delegate that authority to the
individual responsible for the account from which the student is paid.
24.
Employee Signature and Date – the student does not have to sign his/her
name on an extension PAF.
23
24
Federal Work Study
 The Federal Work Study Program is a “need-based” financial aid program designed
to assist students in earning money to meet their college expenses. To be eligible, a
student must have filed a FAFSA (Free Application for Federal Student Aid) and
have a work study allocation of funds. Each eligible student is awarded an amount of
funds per semester that determines the maximum number of hours per week that
may be worked.
 For on-campus positions, the federal funds pay 75% of the student’s wage and the
employer matches the other 25% of the wage and worker’s compensation, which is
1.5%.
 Federal Work Study recipients may also work off-campus. Off-campus positions
require a contract with the University and a deposit for the required matching funds
prior to employment. The percentage of an employer contribution for wages differs
by agency type- non-profit or for-profit. The off-campus Work Study agreement
must be renewed annually.
 Contact the Student Financial Aid and Scholarships Office at (775) 784-4666 for
more information.
Federal Work Study
Prepare the PAF the same way you would a new hire, except for on the
accounting lines.
Account Number – the account number is the account number that has been set
16.
up for your department to pay student wages and is a 10 digit number. Make sure
that the account(s) is:
• A valid account number
• Budgeted account
• Account is linked to your department position number
Earnings Code – “FW1” is for fall and “FW2” is for spring. You will use a pay
line for each earnings code. The earnings code MUST be listed and correct on the
PAF in order for us to process.
17.
16
1101-104-0401 17
FW1
1101-104-0401
FW2
Federal Work Study
18.
Hourly or Pay Amount – List the student’s hourly wage amount. Student’s do not earn a salary amount.
The hourly wage amount may not be less than the federal/state minimum wage amount and may not
exceed the maximum wage amount for a student employee without approval from the director.
18.
Payroll Start Date – The payroll start date is the date the student was awarded his/her work study. Most
fall work study begins on 8/16 and the spring begins on 1/2. These dates may change each year depending
on the academic calendar an update of these changes will be put on the student employment web site each
year.
20.
Payroll Stop Date – The payroll stop date is the last date the student employee can earn work study for
the fall term the last date is 12/31 for spring term the last date is 5/15.
•
The student must remain eligible in order to work as a student employee from one term to the next.
18
9.00
9.00
Fall
Spring
19
8/22/08
1/2/09
20
12/31/08
5/15/09
Federal Work Study
Cert Method –the cert method box is where you will put the job board number (6 digit
number) assigned/posted on Career Navigator for the position in which the PAF is being
prepared for. If the student is working more than one job within your department each job
needs to:
21.
• Have it’s own job board number assigned/posted
• Have a separate PAF with a separate job board number listed on the PAF
Comments – the comment section can be used to add any additional information that may
find helpful, such as:
22.
• Work study student employee
• Changing to work study
x696391 21
22
Federal Work Study
23.
Signatures and Date – Chairs, department heads, or their equivalents may
sign Student Employment Personnel Action Forms (PAF) as the appointing
authority for their organizational units; or they may delegate that authority to the
individual responsible for the account from which the student is paid.
24.
Employee Signature and Date – the student does not have to sign his/her
name on a work study PAF.
23
24
Account Change
Prepare the PAF the same way you would a new hire, except for on the accounting lines.
Account Line 1
1.
Account Number–enter the current account number that you are going to change.
2.
Payroll Stop Date – enter the last date that the current account number is ending. If the new
account begins 10/20 the payroll stop date will be 10/19.
Account Line 2
3.
Account Number – enter the new account number
•
•
•
4.
5.
A valid account number
Budgeted account
Account is linked to your department position number
Payroll Start Date – enter the start date for the new account number in system to begin.
Payroll Stop Date – The payroll stop date is the last date the student employee is expected to
work.
1
3
•
The payroll stop date cannot exceed the last date (8/15) of the current academic year. If you choose to prepare the payroll stop date for the
full current academic year, it is recommended that each term be on it’s own account line
•
The student must remain eligible in order to work as a student employee from one term to the next.
2
1101-104-0401
1320-115-0006
3
10/20/08
4
10/19/08
8/15/09
Merit Increase

8.8 Merit
The employer determines frequency and manner in which merit raises are made within
the job classification schedule. Student employees should be evaluated on a regular basis,
typically once a semester. If the evaluation is satisfactory, a merit increase within the
classification wage range might be appropriate. A new PAF is required to submit this
change. If the classification changes a new Job Board number must be obtained. If the
PAF is submitted after timesheets have been generated, the wage on the pre-printed
timesheet must be manually changed to the new rate. The employer makes the change on
the timesheet prior to submitting it to the Payroll office. Retroactive pay raise
adjustments must be calculated by the employer and submitted on a PR-29 or added to
the employer’s student timesheet with a separate notation for previous hours. Contact
Payroll at 784-6653 or specific instructions.
8.9 Promoting
a Student Employee
To upgrade an existing position or if the job description changes substantially, a new PAF
is required To process this change. If the increase is greater than 10%, approval
for a promotion is required by the director of Human Resources. A 10%
increase is only allowed once per academic year.
Merit Increase
Prepare the PAF the same way you would a new hire, except for on the accounting lines.
Account Line 1
1.
Hourly or Pay Amount–enter the current wage amount that you are going to change.
2.
Payroll Stop Date – enter the last date that the current wage amount is ending. If the new wage
amount begins 10/20 the payroll stop date will be 10/19.
Account Line 2
3.
Hourly or Pay Amount– enter the wage amount
4.
5.
Payroll Start Date – enter the start date for the wage amount to begin.
Payroll Stop Date – The payroll stop date is the last date the student employee is expected to
work.
1
3
•
The payroll stop date cannot exceed the last date (8/15) of the current academic year. If you choose to prepare the payroll stop date for the
full current academic year, it is recommended that each term be on it’s own account line
•
The student must remain eligible in order to work as a student employee from one term to the next.
1101-104-0401
1101-104-0401
9.00
10.00
2
3
10/20/08
4
10/19/08
8/15/09