Supervisors' FAQ's
2011-2012 Academic year T E A Dates: 8/21/11 - 5/12/12
** Please make sure you use the actual first date of work as the beginning date on the TEAs,
and not the date you create the TEA.
1. What are your responsibilities? You must ensure that the student understands and is trained on his/her responsibilities and that he/she works safe. Please be sure that your student takes part in the safety training conducted by Public Safety Staff. Call Tom Bauer at ext. 6043 for details.
2. 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.
3. What documents are required to hire a student? As the supervisor, you must make sure 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)
STEP 1: Print the I-9 form,have your student complete their portion including date and signature, verify documents of identification,and make the appropriate copies. Complete your portion of the form, including date, certification date and signature. Completed I-9 forms must be returned to the Office of Life Planning BEFORE the student begins working. Please click on the link below to view the I-9 chart (page 5) for a list of approved documentation. Documentation for Right to Work
STEP 2: Print the W-4 form and ensure that your student completes the form correctly by verifying that there is a response on either line 5 or 7 of the form. Submit completed W-4 forms to Mary Dill or Esther Gilbert in the Payroll Office.
PLEASE NOTE: 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! 
4. 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. Questions regarding wages should be directed to the Student and Alumni Employment Coordinator or your Vice President. Supervisors will want to make note of the new chart and following information below as there have been some changes in the Student Wage process.
2011-2012 Student Wage Scale
| Years of Employment | 1 | 2 | 3 | 4 |
| Rate of Pay | 8.00 | 8.50 | 9.25 | 10.00 |
Please Note:
* Wages will no longer be determined in terms of 'grades', depending on the difficulty of the job, the responsibility level required,etc. The new chart eliminates the differentiation of job 'grades' and instead establishes a suggested scale based on the number of years a student has been employed as a Westmont College student. (Years of Employment)
* Supervisors will be given the ability to determine student wages based on this scale, if it is manageable within their budget and the wage suggested is customary for a position.
*In rare cases, exceptions for pay rates above $10.00 may be considered if the work to be done is highly technical or specialized in nature, and a student with appropriate expertise is available. Such requests will need approval from the respective area Vice President as well as the Vice President for Finance.
5. What is Work Study?
Federal Work-Study is a form of financial aid, which is awarded to students based on financial need. These funds are available to the student through the wages they earn working in certain positions on and off campus.
6. Why hire a work-study student?
Work-study students cost less to hire! Westmont College is committed to ensuring that students who receive Federal Work-Study have the opportunity to earn those funds through jobs on campus. Consequently, departments which hire work-study students are reimbursed 33% of the students’ wages at the end of each month. This reimbursement appears in your department’s accounting records as an adjustment.
7. Is there a special process for hiring a work-study student?
No, the hiring process is the same as for a non work-study student. However, you can indicate in your job posting that work-study students are preferred or even that you will hire only work-study students. The paperwork required to hire is also the same, and includes an I-9 Form and W-4.
8. 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. 2011-12 Pay Schedule
9. How does a student complete a timecard? Timecards are found at 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. A pdf tutorial on setting up an OATS timecard can be found by clicking on this link. OATS Timecard
10. 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 chartlink 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.
11. 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.
12. Does my student receive Holiday Pay during the summer?
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.
13. 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.
Any other questions?
Contact LoriAnn Banez
Student and Alumni Employment Coordinator
lbanez@westmont.edu
805-565-6263