Javascript Collapsible Lists Demonstration
  •  1. Post your job announcement
    • The process for hiring a student employee starts with the job announcement. In order to find students that meet your department's qualifications, it is important that you provide an accurate job description that includes job responsibilities, work hours, and a pay rate. Once you have this information, you will be able to post your job so that all students can view your announcements.
       
      Posting a job is easily accomplished by completing a Student Employee Request Form. This form can be completed online or sent via fax to the Office of Student Employment at 284-6724.
       
      Once you submit your job announcement, it will posted in the myUM system and displayed at the Office of Student Employment Job Bulletin Board (Rhodes House, Bldg. 37K). Jobs will appear under the employment program(s) you indicated on the Student Employee Request Form. See additional information on the different employment programs available at the University of Miami.
       


  •  2. Interview candidates
    • You will notice that shortly after your job is posted, you will begin to receive calls from students interested in applying for the job. At this point, it is up to you to determine which student candidate(s) best meet the qualifications for the job by interviewing interested candidates. The main purpose of a job interview is to determine whether the student is capable of fulfilling your employment needs and to allow the student to learn more about the position.
       
      Be sure to provide the student with a timeline for your hiring process and when to expect further contact.
       
      Once you decide to hire a student, you will need to submit paperwork to the Office of Student Employment so that the student can be assigned to the payroll system.
       


  •  3. Complete required paperwork
    • Before the student can begin to work, you will need to submit a completed SEAF to the Office of Student Employment for the student to be entered in the payroll system. If this is the first time the student will be working at the University of Miami, the electronic Form I-9/E-Verify must be completed on the HireRight System at the hiring department within 72 hours of the start date of the student's work assignment. A job assignment for a new student employee CANNOT be entered in the Student Employment Sustem (Payroll) until the electronic I-9 on Hireright has been completed.
       
      If this is the first time the student will be working at the University of Miami, please direct the student to complete and submit an electronic W-4 form and Direct Deposit Application located under the Employee Tab on myUM. IRS regulations indicate employees not completing a W-4 Form will be taxed at Single/0. 
       
      Student employee supervisors must comply with the University Health and Safety policy by completing the Environmental Health and Safety Mandatory Training Checklist for every student employment position under their supervision. The checklist must be completed at least once a year.
       
      Keep in mind that the student will not be paid unless the Office of Student Employment receives a completed SEAF and the student's I-9.
       
      Helpful information:
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    • Info about: SEAF - Part I, Completing the SEAF, SEAF - Part 2, Procedures for requesting SEAF Forms
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    • I-9
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    • W-4
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    • OSHA Regulations
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    • Working with Children
       
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    • SEAF-Part 1
      In order for a student to be assigned to your department and get paid, the Student Employment Assignment Form (SEAF-Part 1) must be turned in to the Office of Student Employment. This form is required to enter a student employment assignment in the payroll system.

      Please note that you may not hire a student without completing an SEAF. The Office of Student Employment must receive an SEAF-Part 1 for each student you hire in your department. The SEAF is also required to:

       
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    • Rehire a Student
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    • Change and Existing Assignment (i.e. change the pay rate, account number, or assignment end date)
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    • Terminate an Existing Work Assignment
         
       

      Completing the SEAF
      Please include the student's complete name and ID number when completing the SEAF. Be sure to check off the appropriate boxes regarding the student employment program the student is being hired under, and indicate the rate of pay. While you must complete all sections of the SEAF, it is imperative that you include the account number (a six digit number) where the student's salary will be paid from. This is not to be confused with your department number (the five digit number that represents your department).

      If any portion of student wages is to be charged to a sponsored account, use of that account must be approved by the appropriate office listed below:

         
       

      Coral Gables Campus:
      Sponsored Programs
      Max Orovitz Bldg.
      Room 207
      Locator Code: 1424
      Phone: (305) 284-2665 

      Medical Campus:
      Medical Sponsored Programs
      The Institute Building
      Room 311
      Locator Code: R67
      Phone: (305) 243-4489

      RSMAS Campus:
      Database Financial Planning
      Science Administration Bldg.
      Room 111
      Locator Code: VK
      Phone: (305) 421-4635

         
       

      While you can assign a student to work for several weeks or several months, the assignment needs to follow the payroll schedule. The payroll schedule follows the academic calendar and has 26 pay periods. Pay periods are usually two weeks long and run from Saturday to Friday (with the exception of special pay periods due to holidays).

      If you want to hire a student in the middle of a pay period, you should specify the first day of the corresponding pay period as the start date on the SEAF. If that student will work until the end of the academic year, then you must specify the last day of the last pay period as the end date of the assignment. If you expect that same student to work during the summer sessions, then you will need to complete a new SEAF for the student to be assigned during the summer session. If the student will work during both summer sessions, then you can submit an SEAF which includes an assignment for Summer Session I and an assignment for Summer Session II.

      Similarly, if you wish to terminate a student's assignment, then you must enter the last date of the pay period as the end date for the assignment.

         
        SEAF 2- Student Employment Assignment Form- Part 2
      Confirmation of a student's job assignment is generated automatically and sent via e-mail to the supervisor’s e-mail address. The SEAF-2 serves as verification that a student’s job assignment has been entered in the Student Employment System.  It authorizes dates, total award eligibility, i.e. Federal Work Study (if appropriate) and other details of the job assignment.  Students hired under the Federal Work Study program should not begin to work until the SEAF-2 has been received as confirmation of program eligibility, dates, etc.
         
        Procedures for Requesting SEAF Forms
      To request SEAF-1 Forms, please following the procedures outline below:
         
       
      1. E-mail the request to: IT - Forms
      2. Indicate "SEAF-1" as the requested form in the subject line of the e-mail
      3. Write the number of forms requested in the e-mail
      4. Write the name of person requesting the SEAF-1 in the e-mail
      5. Write the address (including building and room number) where the forms should be delivered in the e-mail
         
        There will be 24 hours turn-around delivery. Orders received after noon will be delivered the next business day. Medical School and RSMAS forms will be delivered on Monday, Wednesday and Friday. If you have any questions on ordering the SEAF-1 form, please contact Operations at 284-3923.
         
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    • I-9
      As per the Immigration Control and Reform Act of 1986, all individuals must verify their identity and work authorization by completing the Form I-9. The I-9 is required for all first-time student employees. In other words, if this is the first time the student will be working at the University of Miami, then he/she will need to complete the electronic Form I-9. Students who have had a previous job assignment at the University of Miami do not need to complete an electronic Form I-9 unless their work authorization status has changed.

      The University of Miami participates in E-Verify through HireRight, a web-based system that interfaces with the U.S. Department of Homeland Security in partnership with the Social Security Administration, to electronically verify (E-Verify) and determine the eligibility of an employee to work in the United States.

      As of January 4, 2010 we are no longer able to accept paper copies of the Form I-9. Student Employees working for the first time at the University of Miami must complete the electronic Form I-9/E-Verify at the hiring department. The Office of Student Employment cannot process the SEAF until the Form I-9/E-Verify process is completed.

      The electronic Form I-9/E-verify process is simple: The designated E-Verifier in the hiring department will invite the student to electronically complete Section 1 of the Form I-9. Once the student employee completes Section I, the designated E-Verifier will complete Section 2. Section 2 of the Form I-9 requires that individuals verify their identity and authorization to work by presenting original documentation. Most students use a picture ID such as a state driver's license along with an original Social Security card. View a list of other acceptable documents. Please have the student present original documentation when completing the I-9. 

      For additional information in the Electronic Form I-9 and the E-Verify process, including policies and procedures, please view the Office of Student Employment's Electronic I-9/E-Verify User Guide.

         
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      W-4
      Part of the job assignment procedure is that students are required to complete and submit a federal W-4 form (Employee's Withholding Allowance Certificate) to the Office of Student Employment. Federal withholding tax may be applied to student earnings regardless of credits, degree status, or hours worked. It all depends on the information the student submits on the W-4.

      Every student employee  must complete the W-4 form, regardless of whether or not they can claim exemption from federal withholding tax. If the student does not complete a W-4 form, federal law requires the University to withhold an amount from the student's paycheck based on the highest schedule. Students with questions regarding tax liability and completion of the W-4, should be directed to call Payroll/Disbursements at (305) 284-3664.

         
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    • OSHA Regulations
      Student employee supervisors must comply with the University Health and Safety policy by completing the Environmental Health and Safety Mandatory Training Checklist for every student employment position under their supervision. The checklist must be completed at least once a year. It will assist supervisors in determining if student employees must attend one or more mandatory training session in order to comply with current OSHA regulations.

      For questions about the Environmental Health and Safety Policy, please contact the Office of Environmental Health and Safety at 305-243-3400.

      For information on student employment policies and procedures, please see the Practices and Procedures Manual  on-line or call 305-284-6641 to request a hard copy.

         
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    • Working with Children
      Student employees hired to work with children (summer camps, special projects, etc) must comply with Florida law and follow the following procedures. It’s the supervisor’s (hiring manager) responsibility to ensure compliance with the law.

      Instructions for Level 2 Background Search

      1. Department/Summer Student must complete the Background/Scholastic Verification Form (available from the Department of Human Resources/forms)

      2.

      E-mail or Fax the form to Human Resource – Gwendolyn Burns.
      3. Have the student schedule an appointment with South Florida Fingerprinting, locate at 1550 South Dixie Hwy, Suite 212, Coral Gables, Florida 33146, 305 661-1636.  The hours are Monday, Wednesday and Thursday from 7:45AM – 515PM.
      4. The result will be fax and Email to Gwen Burns from South Florida Fingerprinting and Florida Department of Law Enforcement.
      5. The departmental account will be billed at the latest rate published by Human Resources.
         
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  •  4. Remove your job announcement
    • You will notice that shortly after your job is posted, you will begin to receive calls from students interested in applying for the job. At this point, it is up to you to determine which student candidate(s) best meet the qualifications for the job by interviewing interested candidates. The main purpose of a job interview is to determine whether the student is capable of fulfilling your employment needs and to allow the student to learn more about the position.