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DePaul Office of Student Employment Online Manager Training (Hiring Process)

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DePaul Career Center
DePaul Career Center

To hire a student employee at DePaul University, a supervisor must complete a Student Employment Action Form (SEAF) with the student's information and position details. The student then brings the SEAF to the Office of Student Employment to complete I-9 verification documents and additional hiring paperwork. Human Resources will notify the supervisor when the student can begin working and how to request network access. Finally, the student can access their online timesheet through Campus Connection to enter their work hours for payroll processing.

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How to Hire a Student Employee
Overview ? Student Employment Action Form (SEAF) ? I-9 Form and Compliance ? Network Access and Timesheets
1. Supervisor fills out SEAF
Student Employment Action Form (SEAF)
Where to get a SEAF? Pick them up in person at: ? Lincoln Park: Schmitt Academic Center, Room 192 ? Loop: DePaul Center, Suite 9400 Or email us to have some sent through inter-office mail: studentemployment@depaul.edu
Student Employee/Supervisor Information ? Indicate the student¡¯s contact information and position title ? Provide the primary supervisor¡¯s contact information. Secondary supervisor information is optional. ? All contact information is used to communicate information about hiring paperwork status.
Actual Start Date or Effective Date ? Indicate the day the student employee will begin working on campus. ? The start date must reflect the student¡¯s actual first day of paid employment, as this date is used to maintain I-9 compliance. ? Training is considered employment and should be paid.
New Hire Request ? The supervisor can only indicate one request per SEAF. ? The supervisor should request a new hire if the student has never held a paid student position on campus, or has never previously held a paid position in the supervisor¡¯s department.
Re-Hire Request ? The supervisor should submit a re-hire request if the student has previously held a paid position in the supervisor¡¯s department.
Position Data and Account Code ? A position number identifies from which department and account a student will be paid. ? Provide at least one position number with associated department ID and account code. This information can be obtained from the department¡¯s budget manager.
Salary Information ? The primary method of paying student employees is an hourly wage. Indicate the hourly amount. ? If the position is to be paid by any other method than hourly (stipend, one-time), permission must be received by the Office of Student Employment.
Supervisor Authorization ? The hiring supervisor must sign and date the SEAF to authorize the request. ? OSPR (ORS) signature is required if the student is paid through an externally funded grant. More information on the Office of Research Services can be found here: http://offices.depaul.edu/ors/Pages/default.aspx
1. Supervisor fills out SEAF 2. Student Brings SEAF to OSE
I-9 Form, Employment Eligibility Verification ? Federal document that verifies student¡¯s identity and eligibility to work in the United States. ? The student employee must complete this form in the Office of Student Employment on or before the first day of employment (listed as the SEAF effective date).
I-9 Acceptable Documents ? Students MUST have proper identification in order to complete the I-9 form. ? The list of acceptable documents can be found on page 5 of this the I-9 form (see next slide) ? Only original, un-laminated or un-doctored documents will be accepted.
DePaul Office of Student Employment Online Manager Training (Hiring Process)
International students with an F-1 visa will be required to provide the following, original, unexpired documents to our office prior to commencing employment: I-9 Documents for International Students ? Valid Passport ? SEVIS I-20 ? I-94 Additionally, J-1 visa students will be required to provide the following documents: ? Letter from OISS giving student clearance to work ? Offer letter from department/hiring manager
Additional Hiring Packet Forms (provided to students when they come to our office) ? DCFS Form ? Voluntary Self-Identification Form ? Student Agreement Form * International Students also require additional tax set-up which can be completed by appointment with Payroll Department.
1. Supervisor fills out SEAF 2. Student Brings SEAF to OSE 3. Human Resources
Communication ? The supervisor will receive an email from Student Employment indicating the student's paperwork has been processed and may begin to start working based on their effective date. ? A second email is sent to the supervisor from Student Employment indicating that the supervisor may request email and/or network access for the student employee. Instructions for this request will be provided in the email.
1. Supervisor fills out SEAF 2. Student Brings SEAF to OSE 3. Human Resources 4. Payroll
Timesheets ? A ¡°Time Reporting¡± tab will appear in the student employee¡¯s Campus Connection/Self Service tab where they can access their timesheet in order to input hours worked. The timesheet should be active within 24 hours of the supervisor receiving the ¡°requesting access¡± email from HR.
Additional Information ? I-9 Form and Additional Information ?Adding Timesheets/Inputting Hours ?Student Employment Compensation Scale
Questions or Concerns? Loop Campus DPC 9400 1 E. Jackson Blvd. Chicago, IL 60604 Phone: (312) 362-5599 Hours: Mon. - Thur.: 9:00 am ¨C 5:30 pm Fri.: 9:00 am ¨C 5:00pm Lincoln Park Campus SAC, Room 192 2320 N. Kenmore Ave. Chicago, IL 60614 Phone: (773) 325-7431 Hours: Mon. - Thur.: 9:00 am ¨C 5:30 pm Fri.: 9:00am ¨C 5:00pm studentemployment@depaul.edu

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DePaul Office of Student Employment Online Manager Training (Hiring Process)

  • 1. How to Hire a Student Employee
  • 2. Overview ? Student Employment Action Form (SEAF) ? I-9 Form and Compliance ? Network Access and Timesheets
  • 5. Where to get a SEAF? Pick them up in person at: ? Lincoln Park: Schmitt Academic Center, Room 192 ? Loop: DePaul Center, Suite 9400 Or email us to have some sent through inter-office mail: studentemployment@depaul.edu
  • 6. Student Employee/Supervisor Information ? Indicate the student¡¯s contact information and position title ? Provide the primary supervisor¡¯s contact information. Secondary supervisor information is optional. ? All contact information is used to communicate information about hiring paperwork status.
  • 7. Actual Start Date or Effective Date ? Indicate the day the student employee will begin working on campus. ? The start date must reflect the student¡¯s actual first day of paid employment, as this date is used to maintain I-9 compliance. ? Training is considered employment and should be paid.
  • 8. New Hire Request ? The supervisor can only indicate one request per SEAF. ? The supervisor should request a new hire if the student has never held a paid student position on campus, or has never previously held a paid position in the supervisor¡¯s department.
  • 9. Re-Hire Request ? The supervisor should submit a re-hire request if the student has previously held a paid position in the supervisor¡¯s department.
  • 10. Position Data and Account Code ? A position number identifies from which department and account a student will be paid. ? Provide at least one position number with associated department ID and account code. This information can be obtained from the department¡¯s budget manager.
  • 11. Salary Information ? The primary method of paying student employees is an hourly wage. Indicate the hourly amount. ? If the position is to be paid by any other method than hourly (stipend, one-time), permission must be received by the Office of Student Employment.
  • 12. Supervisor Authorization ? The hiring supervisor must sign and date the SEAF to authorize the request. ? OSPR (ORS) signature is required if the student is paid through an externally funded grant. More information on the Office of Research Services can be found here: http://offices.depaul.edu/ors/Pages/default.aspx
  • 13. 1. Supervisor fills out SEAF 2. Student Brings SEAF to OSE
  • 14. I-9 Form, Employment Eligibility Verification ? Federal document that verifies student¡¯s identity and eligibility to work in the United States. ? The student employee must complete this form in the Office of Student Employment on or before the first day of employment (listed as the SEAF effective date).
  • 15. I-9 Acceptable Documents ? Students MUST have proper identification in order to complete the I-9 form. ? The list of acceptable documents can be found on page 5 of this the I-9 form (see next slide) ? Only original, un-laminated or un-doctored documents will be accepted.
  • 17. International students with an F-1 visa will be required to provide the following, original, unexpired documents to our office prior to commencing employment: I-9 Documents for International Students ? Valid Passport ? SEVIS I-20 ? I-94 Additionally, J-1 visa students will be required to provide the following documents: ? Letter from OISS giving student clearance to work ? Offer letter from department/hiring manager
  • 18. Additional Hiring Packet Forms (provided to students when they come to our office) ? DCFS Form ? Voluntary Self-Identification Form ? Student Agreement Form * International Students also require additional tax set-up which can be completed by appointment with Payroll Department.
  • 19. 1. Supervisor fills out SEAF 2. Student Brings SEAF to OSE 3. Human Resources
  • 20. Communication ? The supervisor will receive an email from Student Employment indicating the student's paperwork has been processed and may begin to start working based on their effective date. ? A second email is sent to the supervisor from Student Employment indicating that the supervisor may request email and/or network access for the student employee. Instructions for this request will be provided in the email.
  • 21. 1. Supervisor fills out SEAF 2. Student Brings SEAF to OSE 3. Human Resources 4. Payroll
  • 22. Timesheets ? A ¡°Time Reporting¡± tab will appear in the student employee¡¯s Campus Connection/Self Service tab where they can access their timesheet in order to input hours worked. The timesheet should be active within 24 hours of the supervisor receiving the ¡°requesting access¡± email from HR.
  • 23. Additional Information ? I-9 Form and Additional Information ?Adding Timesheets/Inputting Hours ?Student Employment Compensation Scale
  • 24. Questions or Concerns? Loop Campus DPC 9400 1 E. Jackson Blvd. Chicago, IL 60604 Phone: (312) 362-5599 Hours: Mon. - Thur.: 9:00 am ¨C 5:30 pm Fri.: 9:00 am ¨C 5:00pm Lincoln Park Campus SAC, Room 192 2320 N. Kenmore Ave. Chicago, IL 60614 Phone: (773) 325-7431 Hours: Mon. - Thur.: 9:00 am ¨C 5:30 pm Fri.: 9:00am ¨C 5:00pm studentemployment@depaul.edu

Editor's Notes

  1. HR description of position number: https://spaces.umbc.edu/pages/viewpage.action?pageId=230605