Student Hire - Undergraduate and Funded by Grant


In this job aid you will learn how to initiate a Student Hire eForm for an undergraduate student in the HCM PeopleSoft system.


Steps:

  1. Click the Employee Self Service menu.

    Step 1

  2. Click the My Workplace option.

    Step 2

  3. Click the ePAF Homepage tile.

    Step 3

  4. Click in the Search for Person field and type the full name or USC ID of the student you wish to hire.

    Step 4

  5. Click the Just Search In dropdown button to activate the menu.

    Step 5

  6. Click the Students menu item.

    Step 6

  7. Click the Search button.

    Step 7

  8. If more than one result appears, scroll until you find the applicable student. Click the Related Action Menu button (small round button next to the student's name).

    Step 8

  9. Click the Student Hire option.

    Step 9

  10. The eForm display shows some basic student information including: the student's name, USC ID (EMPL ID), gender, last four of their SSN, and Citizenship information.

     

    Please ensure enrollment data appears for the student. As required by policy students must be enrolled in the current or upcoming semester to be eligible for student employment.

    Step 10

  11. Click the right scroll bar to advance through the eForm.

    Step 11

  12. The Division of Human Resources recommends student hires be completed for a full academic year (8/16 - 5/15) and a separate hire for the summer months (5/16 - 8/15).

    Step 12

  13. Click the Calendar icon.

    Step 13

  14. Click the desired date to add job begin date.

    Step 14

  15. Click the Calendar icon.

    Step 15

  16. Click the desired date to add job end date.

    Step 16

  17. Click the Lookup button to select the appropriate Job Code for this appointment.

    Step 17

  18. Scroll and click the desired Job Code.

    Step 18

  19. Once you selected the Job Code in the previous step, the eForm automatically populates the correct FLSA status and Employee Type as established by Human Resources.

    Step 19

  20. If applicable, enter an Internal title for this position. Enter "Office Assistant".

    Step 20

  21. Click the Look Up button to select the home department, or type the department number directly into the field.

    Step 21

  22. Click the Search Criteria dropdown button to activate the menu.

     

    Step 22

  23. Enter the department number into the Value field. Enter "150".

    Step 23

  24. Click the Search button.

    Step 24

  25. Click the appropriate department from the search results.

    Step 25

  26. Click the Look Up button to select the department building location, or type the location number directly into the field.

    Step 26

  27. Search as necessary and click the appropriate building location.

    Step 27

  28. Click the Look Up button to select the supervisor of this student position, or type the supervisor USC ID directly into the field.

    Step 28

  29. Click the Search Criteria dropdown button to activate the menu.

    Step 29

  30. Click in the Description field and type the name of the supervisor.

    Step 30

  31. Click the Search button.

    Step 31

  32. Click the appropriate supervisor from the search results.

    Step 32

  33. Click the Look Up button to select the Tax Location Code, or type 'SC' directly into the field.

    Step 33

  34. Scroll through the states and click on the SC menu item.

    Step 34

  35. Click in the Hourly Rate field and type the hourly rate as agreed upon in the offer letter.

    Step 35

  36. There are hours limitations for all types of student employees. For additional information visit the Student Employment website.

     

    Note the eForm defaults to Part-Time, but if this position is working 37.5-40 hours per week you must change the indicator to Full-time.

    Step 36

  37. Click in the Standard Hours field and enter the hours per week as agreed upon in the offer letter.

    Step 37

  38. Click the Select Chartstring button to insert the appropriate funding information.

    Step 38

  39. The Select Chartstring page can be difficult at times. HR advises you enter only a few fields and then search, if you enter all fields associated with a chartstring it will not find the results.

     

    Student Account Codes:

    51400 - All students not hired using federal work study.

    51422 - All students hired using federal work study.

    Step 39

  40. Click in the Department field and enter your finding department number.

    Step 40

  41. Click the appropriate department from dropdown menu.

    Step 41

  42. Click in the Account field and enter either 51400 or 51422 depending on the type of student.

    Step 42

  43. Click the appropriate Account Code from the results.

    Step 43

  44. Click the Search button.

    Step 44

  45. Since this page does better with less information, scroll through the results to select the correct chartstring.

    Step 45

  46. Once you've found the correct accounting information, click the blue Combo Code link.

     

    Step 46

  47. Click in the Percent of Distribution field and type the percentage associated with this chartstring (Combo Code).

    Step 47

  48. If the student position is being paid from multiple accounts, simply scroll to the right of the page and click the plus + button to add a second row and proceed with the Select Chartstring steps again.

    Step 48

  49. Background checks are required for students that handle money, work with minors, are involved in direct patient care, or have key access.

     

    To request a background check for student employees simply complete the one-page paper form and send to the Background Check team for processing. Manual background request form is found on the HR Toolbox.

    Step 49

  50. Click the Is Background Check Required dropdown button to activate the menu.

    Step 50

  51. Click either yes or no depending on the student's responsibilities as agreed upon in the offer letter.

    Step 51

  52. The only attachment that is required for student hires is the Offer Letter.

     

    Offer Letter templates for new hires or rehires are available on the Student Employment website.

    Step 52

  53. Click the Upload button to attach the Offer Letter.

    Step 53

  54. Click the My Device object.

    Step 54

  55. Click the Documents tree item.

    Step 55

  56. Find and select the Offer Letter for the student hire from your files.

    Step 56

  57. Click the Upload button.

    Step 57

  58. Click the Done button.

    Step 58

  59. The file name that displays contains your username, the date the file was attached, and the original file name from your documents. This is helpful in the workflow so approvers see who uploaded the attachment.

    Step 59

  60. Click the Acknowledgement toggle button to Yes to acknowledge the requirement of background checks for student employees.

    Step 60

  61. Click the Submit button.

    Step 61

  62. You have successfully initiated the student hire request! Always be sure to check the approval route for each hire action so you are aware of the approvals required.

    Step 62

  63. Click the View Approval Route button.

    Step 63

  64. Student hires can either be approved by the initiator or an approver in the Department or College/Division, whichever is the established method for your area. Check with your HR Contact to be sure.

     

    Since this student hire request is funded by a sponsored project/grant funding, the action workflows to the central Grant and Contracts Office for review and approval.

     

    HR Operations is always the final approval step for student hire requests.

    Step 64

Congratulations! You have successfully completed an undergraduate Student Hire request in HCM PeopleSoft.

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