Frequently Asked Questions: Supervisors
- Are student employee wages subject to taxes?
- Are student employees required to take lunch breaks?
- Who must sign the student employee's timesheet?
- When should timesheets be submitted?
- May I fax a timesheet to the Payroll Office?
- Where can students pick up their paychecks?
- How do I advertise for a student employment position?
- What is the format for job descriptions?
- How do I know if a student has a Work-Study award?
- What forms need to be completed?
- What is the process for hiring an international student?
- How do I give my student employee a wage increase?
- Several of my returning student employees have received Work-Study in the past, but did not this year. What happened?
- If I am hiring a large group of students at the same time, how do they get their Approval Cards?
- Can students have their paychecks directly deposited to a bank of their choosing?
Earnings from student employment are subject to federal and state taxes. Students are required to complete both Federal and Missouri W-4 forms before they begin working. Student employees are generally exempt from FICA withholdings while school is in session, but this may not be the case during school breaks. Student employees will receive a W-2 form from the Payroll Office by the end of January following a year in which they have been employed. Also, if a student completes the Free Application for Federal Student Aid (FAFSA), Work-Study earnings should be listed as taxable income.
Student employees may take an unpaid 15-minute break if they work 4 hours or more, and an unpaid 30-minute lunch break if they work 6 or more consecutive hours. If the student works 7.5 hours or more a day, then they get two paid 15-minute breaks and one unpaid 30-minute lunch break. The student employee should sign out on his/her timesheet for lunch and sign back in when returning from lunch.
Both the student employee and supervisor are required to sign the timesheet in order for it to be processed. The supervisor's signature must be legible in order to verify that the timesheet has been signed by the supervisor on record. Any timesheets not signed by both the student employee and the supervisor will be held in the Payroll Office. In the absence of the supervisor, the timesheet can be approved and signed by one of the individuals listed under "Department Head" or "Other Authorized Signature" on the Student Employment Authorization Form.
All timesheets must be submitted to the Payroll Office according to the Student Payroll Schedule. The Student Payroll Schedule can be found on the Payroll Office website. The normal day of submission is biweekly on Friday by 9:30 am. Variances in the time and date of submission are noted on the schedule. Hours may be projected if they are to be worked after the payroll submission deadline.
Note: Neglecting these guidelines may result in timesheets being returned to supervisors or held until the next pay period. Falsification of timesheets may result in the student becoming ineligible to participate in the Student Employment Program and judicial action could be taken against the student.
Student employees working on campus should submit a student timesheet. Timesheets may be faxed or scanned and emailed to the Payroll Office. To fax a timesheet, send it to 314-246-8237. Timesheets may be scanned and sent to firstname.lastname@example.org. Student employees working off campus in a community service position through Federal Work-Study may also submit the student timesheet via scan or fax.
Students have three options to receive their paychecks:
1.) Student employees may pick up their bimonthly paychecks at the Cashier Office located in Webster Hall 101. A current student ID is required to pick up paychecks.
2.) The Payroll Office also offers the option for student employees to authorize a percentage of their pay (up to 100%) to be deposited directly in their student account.
3.) Student employees can complete a Direct Deposit Form and designate that their paycheck is deposited to a specific bank of their choice. Students need to complete the Direct Deposit Form and attach a VOIDED check to elect this option. The Form should be submitted to the Payroll Office.
Supervisors must submit a complete and detailed job description to the Student Employment Coordinator to be considered for posting on GorlokJobs, the Career Services career management database. Once a job description is reviewed, it will be given a wage classification. Your students' paperwork will not be processed unless a current job description is on file. Job openings are continuously updated and/or removed from GorlokJobs as they are filled. Please notify the Student Employment Coordinator if you would like your job posting removed. Supervisors can request access to view positions in GorlokJobs by sending an email to email@example.com.
Students interested in available positions will apply to the supervisor listed in the job description. Supervisors can also include any special application instructions in their job description.
You must submit a job description for each position in your department. Students will not be approved to work unless your positions have received a Wage Level Classification. Job descriptions should include the following:
- Job Title
- Number of Job Openings
- Supervisor Name, Email, and Phone Number
- Purpose of Job
- Job Duties and Responsibilities
- Required/Preferred Qualifications
- Physical Demands
Every student who applies for financial aid receives an award letter listing the programs and award amounts for which they are eligible. Students who are awarded Federal or International Webster Work-Study also receive an award letter from the Financial Aid Office. If students are not sure whether they have Work-Study, they may contact the Financial Aid Office at (314) 246-6992 or Career Services at (314) 968-6982.
If a student employee has never worked on campus before, the following forms need to be completed before the student employee may begin working: Student Employment Authorization Form, Federal W-4, Missouri W-4, I-9, copies of identification, and FERPA Agreement. These forms are available on the Student Employment Paperwork page.
It is the supervisor's responsibility to assist the student in the completion of these forms. If the supervisor has questions about the forms, he or she may call the Student Employment Coordinator for clarification. If a student employee has worked on campus before, only the Student Employment Authorization Form needs to be completed. International students may need to complete additional forms available in Career Services.
International students should contact the Student Employment Coordinator if they are interested in finding a position on campus. International students will need to complete additional paperwork for the hiring process. International students need to submit a copy of their Passport, Visa, I-20, and a Social Security Card. Some international students will also need to complete a Form 8233 and accompanying tax statement according to their country's tax treaty status. The Student Employment Coordinator will determine if these additional forms are needed.
If students do not have a Social Security Card, then they will need to go to the Multicultural and International Student Affairs Office (MCISA). International students should bring a copy of their completed Student Employment Authorization Form to the MCISA Office. The MCISA Office will provide students with the materials needed to apply for the Social Security Card. The Multicultural and International Student Affairs Office can assist students with transportation to the Social Security Office if needed. The MCISA office can be reached at (314) 246-7658.
Students must be in a position for six months before they are eligible for a wage increase. Wage increases can be requested through the Student Change Form. It is recommended that the wage increase be accompanied by a Performance Evaluation. The Student Change form and the Performance Evaluation Form are available on the Student Employment Paperwork page.
Several of my returning student received Work-Study awards in the past, but did not this year. What happened?
Eligibility for Federal Work-Study, or any type of financial aid, must be re-evaluated each year. As a result, Work-Study eligibility is not guaranteed each year as a student's financial status may have changed over the course of the year. Additionally, Work-Study is awarded on a first come, first serve basis. Supervisors can help by encouraging their student employees to submit their Federal and Webster University financial aid forms as early as possible (priority deadline is MARCH 1), so they can increase their chances of receiving Work-Study and other types of financial aid.
For departments that are hiring more than 5 students at the same time, please contact the Student Employment Coordinator to make arrangements for your department. In most cases, a process can be tailored to fit your department's needs.
Yes, students can complete the Direct Deposit Form to designate a personal bank for their paychecks. The student will need to attach a VOIDED check to the form and turn it into the Payroll Office in Loretto Hall Room 222. Students can also choose a percentage of their paycheck to go towards their student account. In other words, a student could have 50% of their paycheck go directly into their personal bank and 50% of their paycheck can go into their student account to pay off any tuition due.
Webster University Career Services
568 Garden Ave.
St. Louis, MO 63119
Monday - Thursday: 8:30 a.m. - 5:30 p.m.
Friday: 8:30 a.m. - 4:30 p.m.
Wednesday & Thursday: 11:30 a.m. - 3:00 p.m.
When classes are in session
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