Student Employment Policy & Procedures

Document Number:

HMRS-0036

Policy Owner:

Human Resources

Revision #:

v2.0

Status:

Approved

General Description

Policy Summary:

Student hiring is completed in Workday, and student jobs are posted on Handshake.

Purpose:

Student Employment Policy and Procedures is to explain hiring student workers for your department. Some student explanations are explained here too.

Scope:

All student workers to include Federal Work Study and Institutional students.

Exceptions:

No exceptions

All student hiring will be done in Workday by managers. Student employment/authorization forms are no longer required.
Managers should follow the Hire a Student Work Article for assistance with the student hiring process.
New students who have never worked on campus must visit the HR office (Northrup Hall room 210) before starting work to show their original I-9 documents.

Complete & submit the Google Form. The Center for Experiential Learning and Career Success will post the job on Handshake.

Ensure that funds are available in your budgets before hiring student workers.
If the student will be paid from a grant/gift/designation/agency or project, please follow the Entering a Costing Allocation instructional article. If not, skip the task to push the hire forward.
Once hired, students must complete the onboarding steps in their Workday inbox. Students are also required to complete Form I-9. Per federal law, as an employer, Trinity University is required to verify the identity and employment authorization for all employees within their first 3 workdays.
- Students must provide original, unexpired documents that establish their identity and citizenship. Please see the I-9 List of Acceptable Documents
Department supervisors must ensure that hiring, termination and transfer actions are entered in Workday in a timely fashion to enable proper payment to the student.

Students can work full-time (over 20 hours per week) when school is not in session (e.g., spring break) or during the summer break.
Students can hold concurrent appointments as long as their total work hours do not exceed twenty (20) hours per week while school is in session.
Students may be employed in more than one department simultaneously and may receive different wage rates in each position.
Bi-weekly payroll checks will combine wages for students working more than one job, with each department charged proportionately for the wages earned during that pay period.
Students with more than one job are responsible for ensuring their hours are correctly entered in Workday.

Student employees must reside in the state of TX while working. Any out of state student employment is not approved.

For additional information please contact the Office of Human Resources.

Revision #:	Date:	Recorded By:
v2.0	8/9/2024 11:05 AM	Pamela Mota
v1.0	8/16/2019 9:19 AM	Kelleebeth Cantu

Name:	Title:
Brandi Jones	Vice President for People, Culture, and Community