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Instructions For Supervisors of Bi-weekly Employees

Hiring a Student Worker

Anyone who engages a student worker must fill out a Student Biweekly Payroll Authorization Form (*PDF 69k). The form documents an authorization to pay for hours worked at a particular rate of pay. It also details the steps that must be followed to ensure timely compensation. Communicating this information between supervisor and student at the time of engagement will ensure that both parties understand the process and their responsibilities. The form should be signed by both parties to document communication, understanding and agreement, then brought by the student to Faculty Support, Simon Hall room 220 or 242. At that time, the student will receive the rest of the forms that are required to be placed on W.U.'s payroll.

Faculty should not negotiate or change pay rates for individual Business School students they hire because a standardized table of rates has been devised based on such considerations as complexity of work performed, financial aid constraints, etc. If special rates for extraordinary work are justified, however, the Accounting Office can make arrangements after Dean's Office approval has been obtained.

To inquire about students that might be available to work, contact Michelle Hall in the Undergraduate Programs office at 935-7773.

Paying a Student Worker

The Timesheet is a legal document required by federal regulations and is subject to independent audit and review. The hours recorded must have actually been worked. It is important to instruct students to submit hours worked according to the submission schedule (*PDF 12k) printed on the back of the timesheet since Fair Labor Practices require payment on a bi-weekly basis. Allowing students to hold timesheets, e.g. accumulating and submitting at the end of a project or semester, violates these federal standards. Completed timesheets must have actual AM/PM and starting and quitting times specifically recorded. Timesheets must be signed by the supervisor and received by 9:00 a.m. on payroll submission dates. Keep copies of all signed timesheets for future reference for a period appropriate for your specific area.

Hiring a Part Time Staff Person

Contact Barb McKay by email or at 935-6327 for information concerning any person who will be hired as a part-time staff member. All part-time staff paid on the biweekly payroll will use Biweekly Electronic Timesheets and submit them by email to their supervisor and the supervisor will submit them according to the submission schedule (*PDF 12k) by email to BwPayroll@olin.wustl.edu. Timesheets must be submitted by the supervisor by 9:00 AM Monday on submission dates. Timesheets submitted after that time CAN NOT be processed until the next pay period.

Temporary Employees

Temporary employees should be hired for a pre-established period of time not to exceed six months. Temporary employees may work a full-time schedule but are not eligible for benefits until they work 1,000 hours in a full or part time position. Time worked in a temporary position is not credited for employee benefits. Contact Barb McKay by email or at 935-6327 for staff questions and Joe Willis by email or at 935-7320 for student questions.

Overtime

Overtime is paid on the biweekly payroll for non-exempt employees. Only non-exempt employees are eligible for overtime. If the employee works in excess of the number of hours in his/her workweek, he/she is to receive additional compensation. Compensation for time worked in excess of 40 hours in the workweek (Sunday through Saturday) shall be at the rate of 1 ½ times the regular hourly rate. Employees that work 37.5 hours per week receive straight time for hours worked in excess of 37.5 but less than 40 hours per week. Excused time off (holiday, sick, jury duty, etc.) should not be used in the calculation of overtime.

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