IX. Budget Considerations
Compensation for non-work study and summer employment must be requested and approved through the normal budgeting process each year. Departments may request access to work study funds for the upcoming academic year in March. It is your responsibility to work with the budget administrator to ensure that you have adequate funds in the proper account in order to pay student wages.
- Work study funds may be earned starting the first day of the fall semester through May 31st. Work study funds may only be accessed by approved departments to pay wages to students possessing work study as part of their financial aid package.
- Awarded work study funds are allocated as a certain amount per semester. If work study funds awarded for the fall semester are not fully used by December 31st, those funds cannot be carried over to the spring semester.
- If a department has not been approved to access work study funds or exhausts approved funds, wages will be charged to the department’s non –work study account. (209) Students who work during the academic year who do not have a work study award are always paid out of a department’s non-work study student wages account during the academic year.
- All students who work in the summer are paid out of a department’s summer student wages account (210).
Summer employment refers to student staff members who remain or become employed after May 31st up to the first day of classes in fall semester. If you plan to have a student start working prior to the first day of classes, keep in mind that the wages will be charged to the 210 suffix of the budget as work study funds do not become available until the first day of classes.
- Supervisors should notify the HR department by the 15th of May, about which student staff will be employed to work over the summer months via the online payroll action form.
- Supervisors should inform HR of any jobs that will become vacant during the summer months so the job(s) can be posted. The “Online Requisition” should be used to communicate this information to HR.
- Supervisors should notify HR of any positions that are expected to be vacant in the coming fall semester (the beginning of the next academic year). Freshmen often begin applying for fall jobs August 1st, so supervisors should be responsive to applicants to keep them abreast of their recruiting timeline (when you will be screening applications, interviewing, etc).
- Supervisors will need to complete a Payroll Action Form for staff members that will be returning to their jobs. You can do this as early as late spring when you get confirmation from the student that they are returning. Keep in mind that the appointment letter may not be issued until mid-summer when the work study status of returning students becomes available.
- Graduating students may work until the first day of classes after their graduation date, EXCEPT International student staff members, who may not work after their graduation date. The above procedures also apply to student staff members who have graduated, but will remain employed by the University as a student staff member for a portion or for the duration of the following summer.