DEPARTMENTAL HIRE PROGRAM
STUDENT SUPERVISOR’S
RESOURCE DEVELOPMENT
Presented by
Erin C. Harris-Williams
Compensation Analyst
Office of Human Resources
Required Information on Student PAFs
 Dates of Action
Begin and End Dates for the Position
 Employee Information
Student’s Name, SSN, XUID, Supervisor, Department, Job Title, Work
Location, and Work Phone
 Type of Appointment
Student
 Status Change Reasons
New Hire, Re-Hire, Labor Distribution
Required Information on Student PAFs
 Pay Status
Hours/Day, Days/Week, Student Payroll (Hourly Wages)
Note-Student Employees are only allowed to work a maximum of 20
hours per week. Overtime is prohibited for Student Employees.
 Funding Distribution
Fund, Organization, Account, and Program Code, Grant Expiration Date,
Percentage of Time, Dollar Amount
 Approvals
Originator, Department Chair, Dean/Director, Title III, VP, Sr. VP for Admin.,
Fiscal Services, HR
WHAT ACCOUNT CODE YOU USE
 Student Account Code 6301
 Should be used for hourly pay rates that suggest that students are performing a
work-related duty for payment (ex. Chemistry Student Lab Assistant).
 Account code 6301 requires submission of monthly student timesheets to HR by
the 30th-31st of each month through no later than 12 Noon on the 1st of each
month.
Who Should I Route my PAFs to Before
Sending them to HR?
A PAF cannot be processed without these necessary
signatures before being sent to Human Resources
Signatures Needed for
University Unrestricted
Funds:
Originator
Department Chair
Dean/Director
VP (for academic departments)
Sr. VP for Administration
Signatures Needed for
Restricted Grant Funds:
Originator
Department Chair
Dean/Director
Title III (for Title III Grants only)
VP (for academic departments)
PAF BEST PRACTICES
 All student PAFs must be originated at least two weeks in
advance of the student’s PAF start date
 The student is prohibited by law from working prior to the
start date of the PAF
 This allows the originating department time to retrieve the
necessary approvals and to have the PAF delivered to HR
before the student begins working
 This also allows the student ample time to report to HR with
acceptable documentation of identification and employment
authorization so that the E-Verify requirements with the U.S.
Citizenship and Immigration Services can be completed
before they begin working
Student Pay Periods
and Pay Dates
Student Pay Periods
 1st-31st of every
month
(ex. August 1-August 31)
Student Pay Dates
 Account Code 6301
15th of every month
(ex. August 1-August 31 pay
period is paid on May 15th
pay date)
PAFs DEADLINES
New!!!!
Department
HR Practice:
HR must receive PAFs in office by the 15th of
each pay period
Best Practice:
Hire a student no later than the 15th of a given
pay period to ensure timely payrolls
*Note-Originating the PAF two weeks in
advance of the begin date still applies
Department to HR Time Sheet Deadlines
Time sheets are due in the Office of HR by the
close of business on the 31st of each month or no
later than 12:00pm on the 1st
 Courtesy time sheet deadline reminders are sent
via email to Student Supervisors each month prior
to the 31st
 The Student Supervisor’s Handbook, an instruction
sheet on how to properly edit time sheets online,
and the official DHP time sheets are all provided to
Supervisors each month via an email link
 Time sheets should be submitted to HR by a
Faculty or Staff member from the employing
Department, for students being paid from account
code 6301 by the above deadline
DHP PAYROLL CONCERNS
Things that affect student payrolls:
 Students and/or Supervisors not
following the rules
 Students and/or Supervisors not
following deadlines to process paper
work (ex. time sheets, PAFs, new hire
paper work, etc.)
COULD THIS BE YOU?
 Students and/or Supervisors not
monitoring the available work hours for
their student employees regularly to
insure that they are not submitting time
for students that exceed the allotted
salary requested on PAFs
IMPORTANT WEB LINKS AND CONTACT
 For a list of documents and forms online
http://www.xula.edu/human-resources/forms.php
 For an online version of the Supervisor and Student
Handbooks http://www.xula.edu/humanresources/handbooks.php
 For a staff contact in HR for Student Employee
concerns Erin Harris-Williams echarris@xula.edu
or 504.520.5738
Questions