Supervisors' FAQ's
What are your responsibilities? You must ensure that the student understands and is trained on his/her responsibilities and that he/she works safe. You must also ensure that the following forms are completed and submitted before the student employee works:
Online Temporary Employment Agreement
Online I-9 form (PDF)
Online W-4 form (PDF)
2008-2009 Academic year Temporary Employment Agreement Dates: 08/24/08 - 05/02/09
2008 Summer Temporary Employment Agreement Dates: 05/04/08 - 08/23/08
Ensure that your student to safety training conducted by Public Safety Staff. Call Tom Bauer at ext. 6043 for details.
Print the I-9 form, verify documents of identification, sign the form and make the appropriate copies. Completed forms must be returned to Carrie in the Office of Life Planning BEFORE the student begins working.
Ensure that your student completes the W-4 correctly by verifying that there is a response on either line 5 or 7 of the form. Submit completed W-4 forms to Kathy Shepherd or Esther Gilbert in the Payroll Office.
In compliance with state and federal laws, student employees may NOT begin working before the TEA,
W-4 and I-9 are processed. The Payroll Office has a limited number of days in which to report new employees after their date of hire. Please complete and return paperwork ON TIME!
What documents are required to hire a student? Please refer to the following chart for a list of approved documentation. Documentation for Right to Work
How do you post or edit an On-Campus Job? Each supervisor is responsible for the posting of their positions online. To post your on-campus job, click on the link POST YOUR JOB. After you post your job, you may edit or reopen it at any time using your username and password. This username and password is self selected and is not recorded elsewhere. Please close your position once it has been filled.
How much should my student employee be paid? The Student Wage Scale is provided to help you determine student wages. Student wages for the current academic year are also listed below. If you are unsure of the grade associated with your position, please refer to the Suggested Job Titles Chart for assistance. Contact Carrie at ext. 6248 if have questions about Student Wages.
2008-2009 Student Wages
| Years in Job | 1 | 2 | 3 | 4 |
| Grade A | 8.00 | 8.17 | 8.33 | 8.50 |
| Grade B | 8.10 | 8.37 | 8.63 | 8.90 |
| Grade C | 8.30 | 8.57 | 8.83 | 9.10 |
Student Wages for Summer 2008
Full time $8.41 per hour minimum
Part time $8.13 per hour minimum
When will my student employee receive their paycheck? As a supervisor, it is your responsibility to ensure that each student employee completes their timecard, signs and returns it to you on time. Please click on the Pay Schedule to view the calendar and pay careful attention to the timecard deadlines.
How does a student complete a timecard? Timecards can be found http://timecard.westmont.edu Students should use their on-campus email username and password to log on. At the end of each pay period, students will process their timecards online.
How many breaks must be given to my student employee? As required by state law, students who work a six hour work day must take a unpaid meal period of at least 30 minutes- starting no later than the beginning of the fifth hour of work. E.g. a student begins work at 9 a.m. so he/she must begin their meal break no later than 2pm. Such employees are also eligible for two 10 minute paid breaks.
(See chart below)
Student employees are expected to take their authorized rest periods and meal breaks. Those who do not take their authorized breaks may be subject to disciplinary action.
With supervisor approval, student employees who more than five but less than six hours per day may voluntarily waive the lunch period in writing by completing the Meal Waiver form below and submitting it with their timecard.
Meal Waiver Form
Students are not permitted by law or College policy to skip meal periods and breaks in order to leave early. It is critical that student employees and their supervisors comply with state wage and hour regulations. Each supervisor assigns work schedules, lunch and break times in the way that best suits departmental needs. Please click on the link to the meal break/ rest period chart for more information.
Does my student get Overtime and Holiday Pay?
Students who get paid an hourly wage are eligible for overtime pay if they work in excess of 8 hours per day and/or 40 consecutive hours during the week. Overtime pay is one-and-a-half times the regular hourly rate and must be approved in advance of working. Student workers are not eligible for paid holidays during the school year.
Does my student receive Holiday Pay during the summer?
Refer to the guidelines below when determining eligibility for summer holiday pay for students. Review the Student Temporary Employment Agreement and the timecard for eligibility before you approve summer holiday pay. To be eligible for summer holiday pay, a student employee must meet all the following criteria: 1. Be scheduled to and actually work a minimum of 32 hours per week for a minimum of 12 weeks over the period of May- August. 2. Be normally scheduled to work on the day which is designated as a holiday and have recorded holiday hours on the time card.
What should I do if my student employee is injured on the job?
If a student suffers injury while on the job, the student should immediately contact their supervisor. The supervisor should then immediately contact the Human Resources office to obtain medical help for the student. In case of a medical emergency, call 911 In the case of an emergency, the supervisor should notify Human Resources office after ensuring the student employee receives care to complete work injury report and Worker's Compensation claim.
Additional Questions?
Call Carrie Rydman, Student Employment Coordinator at ext .6248