Student Hire - Work Study


In this job aid you will learn how to initiate a Student Hire eForm for a student with Federal Work Study in the HCM PeopleSoft system.


Steps:

  1. Click the Employee Self Service drop-down menu button.

    Step 1

  2. Click the My Workplace menu.

    Step 2

  3. Click the ePAF Homepage object.

    Step 3

  4. Click in the Search for Person field and enter the name or USC ID of the student.

    Step 4

  5. Click the Search button.

    Step 5

  6. Click the Related Actions button.

    Step 6

  7. Click the Student Hire option.

    Step 7

  8. 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.

     

    Click the right scroll bar to advance through the eForm.

    Step 8

  9. Click the Use Workstudy drop-down menu. If you wish to utilize the financial aid for this student, you must select Yes in this drop-down.

    Step 9

  10. Click the Yes list item.

    Step 10

  11. Click the scrollbar to proceed through the form.

    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 Job Begin Date button.

    Step 13

  14. Click the job begin date.

    Step 14

  15. Click the Calendar Job End Date button.

    Step 15

  16. Find and click the job end date.

    Step 16

  17. Click the Look up Job Code button to select the appropriate job code for this appointment.

    Step 17

  18. Find and select the appropriate job code from the list.

     

    When hiring a student using their Federal Work Study you must select a Work Study Job Code, pay close attention to the descriptions to help you select.

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

    Step 20

  21. Search for and click the appropriate home department.

    Step 21

  22. Click the Look up Location button to select the department building location, or type the location number directly into the field.

    Step 22

  23. Search for and click the building location.

    Step 23

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

    Step 24

  25. Click the Search Criteria button.

    Step 25

  26. Click in the Description field and type the supervisor name.

    Step 26

  27. Click the Search button.

    Step 27

  28. Click the supervisor from the search results.

    Step 28

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

    Step 29

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

    Step 30

  31. Click in the Hourly Rate field and enter hourly rate as agreed upon in the offer letter.

    Step 31

  32. 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 32

  33. Click in the Standard Hours field and enter the number of hours the student will work each week, as agreed upon in the offer letter.

    Step 33

  34. This warning message appears when the student is either being hired for more than 20 hours per week, or the student has another active position on file which combines with this position to total more than 20 hours per week.

     

    Please visit the Student Employment website to ensure you are complying with hours limitations for the specific student type.

    Click the OK button.

    Step 34

  35. Click the scrollbar to proceed through the form.

    Step 35

  36. Since this hire is utilizing the student's federal Work Study the funding section auto-populates with the 75% coverage from the campus Financial Aid accounting information. Do not change this information.

     

    You will add a second chartstring for the remaining 25% allocation.

    Step 36

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

    Step 37

  38. 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 38

  39. Click in the Department field and enter the funding department number.

    Step 39

  40. Click the department from the search results.

    Step 40

  41. Click in the Account field and enter the appropriate account for the student employment type.

     

    All students hired using federal work study is 51422. 

    Step 41

  42. Click the Search button.

    Step 42

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

    Step 43

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

    Step 44

  45. 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 45

  46. Click the Is Background Check Required? drop-down menu button.

    Step 46

  47. Click the Yes list item.

    Step 47

  48. Click the scrollbar to proceed through the form.

    Step 48

  49. 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 49

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

    Step 50

  51. Click the My Device button.

    Step 51

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

    Step 52

  53. Click the Upload button.

    Step 53

  54. Click the Done button.

    Step 54

  55. 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 55

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

    Step 56

  57. Click the Submit button.

    Step 57

  58. 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 58

  59. Click the View Approval Route button.

    Step 59

  60. 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 utilizing federal work study, the action workflows to the campus Financial Aid Office for review and approval.

     

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

    Step 60

Congratulations! You have successfully completed a Student Hire request utilizing federal work study in HCM PeopleSoft.

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