Employer Responsibilities
The following rules and suggestions are here to help you as you employ a student worker.
Hiring
- Read the Student Employment Supervisor's Guide (DOC).
- Post positions on UNLV CareerLink with a complete job description.
- Interview and hire student employees after providing equal employment opportunity.
- Complete all the employment forms and submit to the Work Study Unit.
- Inform the student employee of his or her employment rights and responsibilities.
- Provide the appropriate training and work space for each student employee.
- Provide ongoing feedback to the student employee on his or her job performance.
- Notify the Work Study Unit when positions become open, closed, or updated.
- Notify the Work Study Unit if you are aware that the student is enrolled in fewer than six credit hours (undergraduate) or five credit hours (graduate) per semester.
- Notify human resources if there is a disciplinary situation with the student that cannot be resolved.
- Notify the Work Study Unit when a student's employment is terminated and complete the necessary termination forms.
Timesheets
- Report payroll information accurately and in a timely manner. Timesheets should be completed, signed, and submitted prior to payroll deadline dates.
- Employers who submit timesheets for Federal or Nevada Work Study employees after the due date are subject to paying 100 percent of the student's salary from their departmental budget. The financial aid and scholarships director will determine the situational merit before this decision is considered.
- The timesheet must be an accurate listing of the actual time worked and the specific days/dates and must be verified and signed by the supervisor.
- Employers are responsible that their student employees are not working more than 20 hours per week from all UNLV employment sources.
- It is a violation of federal employment laws to defer hours worked into future payment periods. If a student has worked only five minutes for the pay period, the student must still be compensated.
- Before timesheets are submitted to the Work Study Unit, supervisors must ensure students have not worked during the time their classes were scheduled. It is a program violation of the Nevada System of Higher Education (NSHE) for students to work while they were supposed to attend class.
- Students are allowed to work more than one job on campus; however, the total hours may not exceed 20 per week. Exceptions must be maintained by the department and used infrequently. NSHE conducts a yearly audit of student payroll records. When school is not in session, a student may not work more than 40 hours per week.
- The deadline to submit timesheets and summary reports to the Work Study Unit is 9 a.m. on payroll cutoff dates. If timesheet summary reports are not submitted on time, student checks may be delayed.
- Employers must notify the Payroll Office and the Work Study Unit if the person responsible for signing payroll documents changes.
- Departments must retain copies of all payroll documents for a period of seven years.
Paycheck Disbursement
- Students are paid semi-monthly; payroll checks are sent to on-campus departments on the 10th and 25th of each month. If the 10th or 25th falls on a weekend or holiday, payroll checks will be ready the Friday before the weekend or the last working day before the holiday.
- Each student employee receives a Wage and Tax Statement, Form W-2, at the end of the tax year. If the form has not been received by Feb. 28, the student should contact the payroll office.
- Paychecks for students whose timesheets were delayed by the department and not submitted by the deadline will be released on the payday scheduled for the pay period during which the timesheet was processed.