College Work-Study For Supervisors
Our students have a great opportunity to participate at UB beyond the classroom. We encourage departments to challenge work-study students with meaningful tasks and allow them to be part of the team.
Hiring Process
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Onboarding Process for College Work-Study Students
1. The campus department will provide HR with the student’s completed appointment form
- Indicate on the form if the student is being reappointed (within one year) or newly hired
- Upload completed appointment form to: UB HR CWS Sensitive Box Folder
2. HR will send an email to newly hired CWS students that includes:
- New hire paperwork
- Instructions to submit this paperwork to UB Box
HR will not send any communication to reappointed students as their paperwork will be on file
3. Newly hired students do not need to call HR or visit our office
- All paperwork and the I-9 verification will be completed online
- HR will need to view the original documents the student will use for the I-9
- NO PHOTOCOPIES – MUST PRESENT ORIGINAL DOCUMENTS ON CAMERA DURING ZOOM MEETING
- If the student does not have the original documents he/she will be unable to work until original documents are presented
Students will have one appointment form from Financial Aid and can work for only one department. Complete each item in the list of transactions:
| Transaction | Description and Form |
|---|---|
| Sign the student's college work-study acceptance form | The prospective student employee brings the authorization letter to you |
| Complete Employment Eligibility Form (I-9) | Eligibility Verification Form |
| Complete Tax Withholding Forms | State: IT-2014 State Withholding Exemption: IT-2014E State Nonresidency Cert: IT-2014.1 Federal: W-4 |
| Encourage student to request direct deposit | State Direct Deposit Request |
Oath of Office. Biographic Data and Verification of First Day of Work are not required transactions
To terminate or transfer a work-study student to another department, complete the Transfer/Change form, upload completed appointment form to HR's secure Box folder.
Manage Work-Study Time Sheets
To ensure timely payment, student assistant and work study timesheets should be approved by supervisors no later than 12:00pm on the Tuesday following the close of the pay period. If timesheets are approved after that time, payment may be delayed and issued in a later paycheck
| Pay Period Number | Pay Period | Day of the Week | Personnel Transaction Form (ePTF) Due Dates | Day of the Week | HRS Payroll Processing Transaction Due Dates | Day of the Week | Online Timesheets Due | Paycheck Distributed | |
|---|---|---|---|---|---|---|---|---|---|
| 1 | 3/18/2021 | 3/31/2021 | Thursday | 3/25/2021 | Friday | 3/26/2021 | Thursday | 4/1/2021 | 4/22/2021 |
| 2 | 4/1/2021 | 4/14/2021 | Thursday | 4/8/2021 | Friday | 4/9/2021 | Thursday | 4/15/2021 | 5/6/2021 |
| 3 | 4/15/2021 | 4/28/2021 | Thursday | 4/22/2021 | Friday | 4/23/2021 | Thursday | 4/29/2021 | 5/20/2021 |
| 4 | 4/29/2021 | 5/12/2021 | Thursday | 5/6/2021 | Friday | 5/7/2021 | Thursday | 5/13/2021 | 6/3/2021 |
| 5 | 5/13/2021 | 5/26/2021 | Thursday | 5/20/2021 | Friday | 5/21/2021 | Thursday | 5/27/2021 | 6/17/2021 |
| 6 | 5/27/2021 | 6/9/2021 | Thursday | 6/3/2021 | Friday | 6/4/2021 | Thursday | 6/10/2021 | 7/1/2021 |
| 7 | 6/10/2021 | 6/23/2021 | Thursday | 6/17/2021 | Friday | 6/18/2021 | Thursday | 6/24/2021 | 7/15/2021 |
| 8 | 6/24/2021 | 7/7/2021 | Thursday | 7/1/2021 | Friday | 7/2/2021 | Thursday | 7/8/2021 | 7/29/2021 |
| 9 | 7/8/2021 | 7/21/2021 | Thursday | 7/15/2021 | Friday | 7/16/2021 | Thursday | 7/22/2021 | 8/12/2021 |
| 10 | 7/22/2021 | 8/4/2021 | Thursday | 7/29/2021 | Friday | 7/30/2021 | Thursday | 8/5/2021 | 8/26/2021 |
| 11 | 8/5/2021 | 8/18/2021 | Thursday | 8/12/2021 | Friday | 8/13/2021 | Thursday | 8/19/2021 | 9/9/2021 |
| 12 | 8/19/2021 | 9/1/2021 | Thursday | 8/26/2021 | Friday | 8/27/2021 | Thursday | 9/2/2021 | 9/23/2021 |
| 13 | 9/2/2021 | 9/15/2021 | Thursday | 9/9/2021 | Friday | 9/10/2021 | Thursday | 9/16/2021 | 10/7/2021 |
| 14 | 9/16/2021 | 9/29/2021 | Thursday | 9/23/2021 | Friday | 9/24/2021 | Thursday | 9/30/2021 | 10/21/2021 |
| 15 | 9/30/2021 | 10/13/2021 | Thursday | 10/7/2021 | Friday | 10/8/2021 | Thursday | 10/14/2021 | 11/4/2021 |
| 16 | 10/14/2021 | 10/27/2021 | Thursday | 10/21/2021 | Friday | 10/22/2021 | Thursday | 10/28/2021 | 11/18/2021 |
| 17 | 10/28/2021 | 11/10/2021 | Thursday | 11/4/2021 | Friday | 11/5/2021 | Thursday | 11/11/2021 | 12/2/2021 |
| 18 | 11/11/2021 | 11/24/2021 | Thursday | 11/18/2021 | Friday | 11/19/2021 | Thursday | 11/25/2021 | 12/16/2021 |
| 19 | 11/25/2021 | 12/8/2021 | Thursday | 12/2/2021 | Friday | 12/3/2021 | Thursday | 12/9/2021 | 12/30/2021 |
| 20 | 12/9/2021 | 12/22/2021 | Thursday | 12/16/2021 | Friday | 12/17/2021 | Thursday | 12/23/2021 | 1/13/2022 |
| 21 | 12/23/2021 | 1/5/2022 | Thursday | 12/30/2021 | Friday | 12/31/2021 | Thursday | 1/6/2022 | 1/27/2022 |
| 22 | 1/6/2022 | 1/19/2022 | Thursday | 1/13/2022 | Friday | 1/14/2022 | Thursday | 1/20/2022 | 2/10/2022 |
| 23 | 1/20/2022 | 2/2/2022 | Thursday | 1/27/2022 | Friday | 1/28/2022 | Thursday | 2/3/2022 | 2/24/2022 |
| 24 | 2/3/2022 | 2/16/2022 | Thursday | 2/10/2022 | Friday | 2/11/2022 | Thursday | 2/17/2022 | 3/10/2022 |
| 25 | 2/17/2022 | 3/2/2022 | Thursday | 2/24/2022 | Friday | 2/25/2022 | Thursday | 3/3/2022 | 3/24/2022 |
| 26 | 3/3/2022 | 3/16/2022 | Thursday | 3/10/2022 | Friday | 3/11/2022 | Thursday | 3/17/2022 | 4/7/2022 |
| 27 | 3/17/2022 | 3/30/2022 | Thursday | 3/24/2022 | Friday | 3/25/2022 | Thursday | 3/31/2022 | 4/21/2022 |
Notes:
- Electronic Personnel Transaction Forms (ePTFs) must be received by the due date indicated above.
- It is necessary to process rate changes and account number changes via an ePTF.
- Standard Maximum Work Hours:
- Student Assistant: 20 hours/week
- College Work Study: 20 hours/week
- Whenever possible, rate changes and account number changes should carry an effective date coinciding with the beginning date of the payroll period. If hourly rates or account numbers are changed in the middle of a pay period, separate timesheets reflecting old and new information (rate and account number) must be submitted.
- Supervisor changes should be requested using the Supervisor Change Request form.
- College Work Study Students:
- Starting day for the fall semester is 08/30/2021(first day of classes), and the award end date is 06/30/22.
- *Last work day for graduating students (Fall Semester) is 02/01/22.
- *Last work day for graduating students (Spring Semester) is 06/15/22.
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