SEPO stands for Student Employee Position Offer. This is the basic job action from used to hire a new student employee, hire a student into an additional job, or re-hire a student.
What are the steps to hiring a brand new student employee?
Create a job description (include on SEPO)
Create a base compensation rate and plan (include on SEPO)
Post your open job on SEAN for at least 3 days (required for ALL student employee positions)
Review applicants and interview, communicate with both those who will be interviewed and those who will not be interviewed.
After the interviews offer the job to the candidate best meeting your needs (if your position requires a background check offer contingent upon a successful background check), communicate with both the candidate who you offer the job to and to those you did not.
Report a Hire on SEAN
Complete the SEPO to hire the student employee
Have the student complete initial hire paperwork and visit the Student Employment Office for orientation
The student should bring valid identification to complete I-9 verification with them.
What form do I complete to increase the wage for a student employee?
Wage Change Offer forms should be completed to have a merit raise or promotion increase in pay processed. An evaluation must be included with any wage change offer.
What form do I complete to terminate a student employee’s position?
A Termination Notice should be completed to terminate a student employee.
What is the difference between hiring a work study student employee and an hourly student employee?
The only difference in hiring a work study student employee vs and hourly student employee is how your budget will be impacted. A work study student will only be paid 26% of their wage from your department’s speedtype up to their award amount while a student hourly will be paid 100% from your department’s speedtype.
I have hired a work study student employee, how much of their pay will my department contribute?
Departments contribute 26% of a work study student employee’s pay up to their award amount, anything earned beyond the award amount is paid 100% by the department.
What happens when my work study employee uses up their work study award?
When a work study student employee uses up their work study award a department will pay 100% of earnings beyond the award amount. If the department has the budget to do this the student can continue working as needed by the department. If the department does not have the budget to continue to keep a student employee working beyond their award amount they should let the student know this up front and should work to spread the work study award amount over the term.
How are student employees paid?
Student employees in the the 4106 job code are paid hourly. The student employee will enter their time in the MyLeave system or approved alternative and hours are submitted bi-weekly for pay.
Student employees in a 1500 series student faculty job code will be paid monthly. These student employees will receive a monthly amount as detailed by the Student Employee Position Offer.
How often are student employees paid
4106 student employees are paid bi-weekly. 1500 series student employees are paid monthly.
How do I get access to the HCM system?
You will need to complete an HCM System Access Request and complete any necessary trainings before submitting the request. Contact the Human Resources Office for specific instructions.
My student did not get paid this pay day, what do I do?
Any missed pay should be detailed in a Late Pay Request ticket submitted in Cherwell for accurate payroll processing and taxation.
Do you offer supervisor training?
Yes, both a basic and an advanced supervisor training program are offered in the fall and spring terms each year.
Am I able to hire work study students?
Yes, on-campus employers can hire a work study student employee.
When would I have to pay a Meditax contribution for my student employee, and how much is that contribution?
When a student is not enrolled at least half-time or consistently works 40 hours per week they will be required to contribute to the Student Retirement Plan and the department will see a 1.45% Meditax charge. This will happen mostly over the summer term, winter break, and/or spring break.
Where can I find student employee position numbers, employee identification numbers, and pay rates?
All of these can be found on the Personnel Roster report in the HCM system. Go to the CU HCM User Workcenter and access the Personnel Roster by clicking on the "Resources" tab.