Student Employment System Changes

To resolve payroll discrepancies involving student employees, changes have been made to the university's information system that may directly affect your processes of hiring students.

Changes to the information system include:

• The "inactivate" option on the time sheet attendance report has been removed. From now on, student employees should be terminated from employment during semester breaks and rehired upon returning to employment. To rehire, departments must use the student employment Web site rather than contacting the Payroll Office.
• The auto-inactivate feature has been removed. This feature, by the way, has occurred only in the summer months when a student has not worked for 30 days. Student employees are now automatically terminated if they have not worked for 30 days, unless the department has already terminated them (preferred). This feature of automatically terminating students in the summer months is now consistent with system processes that occur all other months of the year.
• The auto-activate feature that has occurred only at the beginning of the Fall semester has been removed. Departments must rehire student employees upon their return to work.
• Departments can pre-hire students up to 60 days prior to their start date. Consequently, to avoid additional payroll discrepancies, we added a feature to the time clock system that blocks students from clocking in before their predetermined start date. If you need students to work earlier than originally anticipated, please contact Human Resources to adjust the start date.
• All student employees who were "inactive" have been terminated. This means that departments will need to rehire students who are returning to employment any time in the future, including this Fall semester.

Please contact Human Resources at 496-1130 if you have questions.