How to Hire A Student Employee:

HIRING PROCESS

Your students must complete all paperwork at least one day prior to when you expect your student to begin working.  It is your responsibility to make sure they have completed the three items below prior to allowing them to begin work.  Links on the payroll webpage include instructions, training, online authorization, etc.

  1. Authorizations
          • Online Authorization - Most students need to complete the online authorization.  The Online Authorization is the key, once this is marked as "processed" (not just approved by you) your student may begin working.  You will be sent a notification via e-mail if there are paperwork issues.  Once the student has completed the online authorization, you will receive an e-mail requesting approval.  You will need to submit approval of it prior to 2 PM (the day before) the student begins work, in order for HR to process it that day. This will provide your student access to Kronos on their hire date.
          • Authorization for Stipend - Students who receive stipends, especially during the summer, cannot also work hourly for another department.  Therefore prior approval to pay a stipend must be submitted to HR via the Authorization for Letter of Employment or Stipend form.  If your student worker will be paid by stipend, please make sure they have no other jobs on campus.
  2. Paperwork - Students who have not worked on campus previously, must complete tax paperwork and return it to HR.  Please direct your students to the Student Employment area of the payroll webpage and  have them following the New Employee or Returning Employee link and follow the instructions provided to complete the proper paperwork.
    • If your student has not completed tax paperwork you will receive a notification via e-mail that they are not eligible to work on campus yet.  The letters "PP" for paperwork pending will also show at the end of their Online Authorization.  Once it has been completed you will receive another notification that it is complete and they may now begin working.  Don't allow a student to work until you receive this e-mail…no exceptions.  This paperwork is required by law and Juniata can receive substantial penalties for not having this completed.
  3. ADP - Students who are paid on an hourly basis will need to punch in and out each day using ADP, our online timekeeping system.

If you have questions regarding the hiring process please contact Delta States, Human Resources Office x3198.