Purpose | Scope | Policy | Procedure | Appendix A:  Hourly Pay Scale for Federal Work-Study Students and Work-Assistance Students Form HR 1.60, Request for Undergraduate Student Employment:    Form Instructions Form HR 1.61, UNCW Student Time Sheet: Form Instructions Form HR 1.62, Career Services Job Order: Form Instructions "Quick Print" Form   (Print a blank form ready to use in a typewriter or to fill out by hand.)

Appendix A (Hourly Pay Scale for Federal Work-Study Students and Work-Assistance Students) was revised effective August 20, 2002. Revisions are indicated by .

Establishes uniform guidelines for the campus employment of undergraduate students enrolled at The University of North Carolina at Wilmington. Guidelines are developed in conformity with federal guidelines governing equal pay for equal work and guidelines for the Federal Work-Study program.

Applies to all university departments and activities hiring undergraduate students for either on-campus Federal Work-Study assignments or work-assistance assignments.

This policy does not apply to the employment of graduate students, except that graduate students being paid an hourly rate will record their hours worked on the UNCW Student Time Sheet (Form HR 1.61) as instructed in this procedure.

1.    Descriptions and Duration of Employment.
 
a.    Federal Work-Study Students.
 
• A Federal Work-Study student is a student granted financial aid in the form of payment (limited to a maximum amount authorized per academic year and/or summer period) for hours worked under the Federal Work-Study Program.
• Work-Study students are paid in whole or in part with Federal Work-Study Program funds allocated to individual departments.
• Federal Work-Study awards are based on the financial aid award year and the student's continued eligibility for Federal Work-Study funds.

 
b.    Work-Assistance Students.
 
• A work-assistance student is a student who works in any capacity for any university department apart from the Federal Work-Study Program.
• Work-assistance students are paid entirely against departmental funds.
• The hiring department determines the length of the assignment, which may continue between semesters if the student is officially enrolled for the next regular term.


2.    Allocating Federal Work-Study Funds.

 
a.    The Financial Aid & Veterans Services Department allocates Federal Work-Study funds to departments and provides a notification to each university department receiving a Federal Work-study allocation. Financial Aid & Veterans Services also makes individual Federal Work-Study awards to students. Note: If it is determined that the hiring department did not have an allocation of Federal Work-Study funds to hire a requested Federal Work-Study student who has already begun work, the department will be required to pay the undergraduate student from departmental funds.

b.    Each academic year, Financial Aid & Veterans Services provides Career Services a list showing the amount of Federal Work-Study funds allocated to each university department.

c.    Financial Aid & Veterans Services also provides Career Services a list of students who have been awarded and who have accepted Federal Work-Study funds.


3.    Listing with Career Services.
 

Departments must list all undergraduate Federal Work-Study vacancies and all work-assistance vacancies with Career Services. (See Procedure statement 1.)


4.    Student-Athletes.
 

 Athletic Office approval is required before any student-athlete receiving any form of financial assistance can accept student employment.


5.    Establishing Student Pay Rates Using Appendix A.
 

a.    The director or department head of the hiring department has the authority to establish salary level and step, using the "Guidelines for Classifying Positions" in Appendix A of this procedure.
 
• Salary levels defined in Appendix A reflect the degree of training, proficiency, and skill required for the position (nature of duties performed). Special effort should be made to consistently determine salary levels based on job duties. Job duties are documented by the department on Form HR 1.62 (Career Services Job Order).
• Salary steps as shown in Appendix A are optional increases, to be used for successive years where job duties have not substantially changed.


The directors of Career Services, Financial Aid & Veterans Services, and Human Resources have the authority to revise the pay rates in Appendix A periodically based on labor market data.
 

Special Notice Concerning Pay Rates For Federal Work-Study Eligible Students.
A student's need places a limit on the total Work-Study earnings permissible, but has no bearing on his or her wage rate. It is not acceptable to base the wage rate on need or any other factor not related to the student's skills or job description.
(Federal Student Financial Aid & Veterans Services Handbook)


b.    Undergraduate students are normally paid the appropriate hourly pay rate within the pay scale in Appendix A. To establish an hourly pay rate that is not scheduled on Appendix A, the director/department head must justify the rate of pay on Form HR 1.62 under item 7. (Job Duties) and item 8. (Necessary Job Skills or Requirements). Hourly pay rates that are not scheduled on Appendix A are subject to approval by Career Services (in consultation with Human Resources as appropriate).

c.    Work-Assistance Students Only. Generally, undergraduate students are paid on an hourly basis. However, if an undergraduate work-assistance student is to be paid a flat rate, the flat rate payment must be justified on the basis of work performed and is subject to approval by Career Services (in consultation with Human Resources as appropriate). The director or department head should also ensure any flat rate payments meet the minimum wage test.


6.     Hiring Authority.
 

a.    Neither Financial Aid & Veterans Services nor Career Services exercises hiring authority for Federal Work-Study or work-assistance students. Hiring authority is exercised by the department head or director of the department employing the undergraduate student in a campus assignment.

b.    In order to optimize the use of Federal Work-Study funds, Financial Aid & Veterans Services and Career Services have the right to refer Federal Work-Study students to a position.


7.    Hiring of Relatives.
 

The university recognizes the sensitive nature of having family members employed by the university and will take care to avoid difficult situations. To ensure that student employment opportunities are filled in a fair and equitable manner, departments must abide by the following policies:
 
• Unless there is an open and competitive recruitment/selection process, a student may not be employed in a work unit where a family member is presently employed, whether or not the family member supervises the student's work directly.
• A student may not be employed in a unit, department, or division where a family member exercises supervisory or management responsibility for the unit where the student would be employed.
• Where a student is to be employed in a unit or department of which the manager is an organizational peer to a family member of the student in the same division, the employment will require approval of the next-higher level administrator.


8.    Benefits.
 

Student employees do not receive state benefits and are not eligible to participate in optional deduction programs; however, student employees are covered by workers' compensation.

1.    Recruitment.
 
Once a department receives a Federal Work-Study allocation or determines that departmental work-assistance funds are available, the requesting department must list the student vacancy with Career Services. To do this, the hiring department will prepare a Form HR 1.62 (Career Services Job Order) in accordance with the preparation instructions in this procedure and with Policy statement 5 (Establishing Student Pay Rates Using Appendix A) and will send the form to Career Services.

Career Services will make job order listings available to prospective undergraduate student employees and will provide placement assistance for both Federal Work-Study students and work assistance students by matching student availability to departmental needs.

Note: If the department has received a Federal Work-Study allocation but has decided not to use the allocation, the department must notify Financial Aid & Veterans Services immediately so the allocation can be given to another university department.


2.    Initiating Undergraduate Student Employment with Form HR 1.60 and Attachments.
 

a.    Once the department has selected the student employee but prior to the student beginning work (or no later than the student's third working day), the department must forward a properly completed Form HR 1.60 (Request for Undergraduate Student Employment) to Career Services.
 
• For Federal Work-Study students, a new HR 1.60 form must be submitted each academic year and/or summer period, as Federal Work-Study assignments terminate automatically at the end of the academic year or summer period. (See Policy statement 1.a.)
• For work assistance students, a new HR 1.60 form is not required each academic year or summer period, as the department may indicate an approximate assignment end date or "Indefinite" on the HR 1.60 form. (See Policy statement 1.b.)


b.    Attachments to Form HR 1.60

 
(1)    Initial Request.    For initial requests, the following forms (which are available in Career Services and Human Resources) must be completed and attached:
 
• Consolidated W-4, NC-4 (Federal and NC Tax Withholding Certificate).
• Form I-9, INS (Immigration and Naturalization Services) Employment Eligibility Verification. Form I-9 must be completed and verified by the end of the third day of employment; otherwise, federal regulations require the employment to be discontinued.

(Form I-9 is not required if the student is rehired within one year.)
 
(2)    Additional Attachment for Federal Work-Study Program Only.
Students hired under the Federal Work-Study Program must complete a Work Agreement Form, which is available in Career Services. The department forwards this form, along with other attachments to the Form HR 1.60
.
3.    Request for Changes to Undergraduate Employment Using HR 1.60.
Form HR 1.60 may also be used as follows:
 
• To change the type of employment (e.g., change from Federal Work-Study to work-assist or change from work-assist to Federal Work-Study).
• To change the university account number providing funds for payment of the student employee.
• To change the pay rate for a current Federal Work-Study student or a work-assistance student based on a significant change in duties or based on successive years of performing the same work.
• To extend the assignment end date indicated on the initial HR 1.60 form. This form may also be used if "Indefinite" was indicated on the initial HR 1.60 form as the end date.

Note:    For all types of undergraduate student employment (hourly and flat pay, work-assistance and Federal Work-Study students), payment through the payroll system automatically stops on the assignment end date. Therefore, a new HR 1.60 form must be prepared to continue payments to a student employee when the assignment date is extended.
 
4.    Payment to Undergraduate Student Employees.
 
a.    Pay Dates.    Student employees with the properly completed paperwork are paid on the 15th of each month for work performed during the previous month.

b.    Basis for Payment.   Student employees are paid in accordance with the applicable documents indicated below.
 

• Student employees paid an hourly rate are paid only for the hours recorded on Form HR 1.61 (UNCW Student Time Sheet). Departments are responsible for providing students with time sheets, which are available from the U-Business Web site. The supervisor's signature on the time sheet certifies the accuracy of the pay rate, number of hours worked, and account to be charged. Student employees should forward completed time sheets to the departmental representative. The departmental representative is responsible for verifying the time sheets and preparing the recap sheet as instructed in Procedure statement 4.b.(3).
• Student employees paid a monthly rate or a flat rate are paid on the basis of  Form HR 1.60.


c.    Recap Sheet Responsibilities for Departmental Representative.

Recap sheets are distributed to departments each month approximately one week prior to the due date for student time sheets. All current active assignments, as designated on Form HR 1.60, are listed on the recap sheets; and it is the responsibility of the departmental representative to verify all of the information listed.

If a student is currently working in the department but is not listed on the monthly recap sheet, the departmental representative should request assistance from Career Services before adding the student to the recap sheet. Career Services will verify that the HR 1.60 form has been received by Career Services and updated in the system or will provide additional instructions to the department.

• If the student is paid an hourly rate, the departmental representative transfers the hours recorded on the time sheet to the recap sheet. The monthly recap (with the related attached time sheets) must be forwarded to Payroll by the published time sheet due date.
• If the student is paid a monthly or flat rate, the departmental representative will annotate the current status of the student on the recap sheet. The monthly recap sheet must be forwarded to Payroll by the published due date.


5.  Termination of Undergraduate Student Employment.
 

Departments must notify Payroll and Career Services as indicated below when the employment or assignment of an undergraduate student is terminated:

a.   Notification to Payroll Via Recap Sheet.

• For termination of hourly paid student employment, the hiring department must indicate on the monthly recap sheet the last day worked by the terminated student employee.
• For termination of flat rate employment or assignment, the department must indicate on the monthly recap sheet the last day worked by the terminated student employee. The payment amount is normally prorated based on the termination date. If the amount to be paid is different from the flat rate amount or prorated amount, the department must record the amount to be paid for the pay period on the recap sheet accordingly.


b.   Notification to Career Services.    Departments may notify Career Services by either of the following methods:

• Forward a photocopy of the recap sheet (completed as instructed above) to Career Services, or
• Send an e-mail to Career Services indicating the name of the student employee being terminated, social security number, departmental account number, pay rate, and last day worked.

Procedure No. HR 1.60                                                Effective: August 20, 2002

Appendix A.     Hourly Pay Scale For Federal Work-Study Students and
                          Work-Assistance Students

The student hourly pay scale is used for both Federal Work-Study and work-assistance students.  Job duties (as well as the skills and knowledge required to perform the job duties) should be documented on Form HR 1.62, Job Order.    Note: An electronic HR 1.62 is used for Federal Work-Study positions.

•   Level represents the relative difficulty and complexity of work performed. Job duties on Form HR 1.62 must be commensurate with "Guidelines for Classifying Positions" (see below).
•   Steps within each level are optional increases and may be awarded in subsequent years, provided the student performs the same work or comparable work.

HOURLY PAY SCALE  (Use of the levels within the pay scale ensure that federal payroll guidelines are met.)
LEVEL	Step 1	Step 2	Step 3	Step 4
	(Note: Pay steps within each level are optional.)
I	$5.15	$5.65	$6.15	$6.65
II	$5.90	$6.40	$6.90	$7.40
III	$6.65	$7.15	$7.65	$8.15
IV	$7.40	$7.90	$8.40	$8.90
V	$8.15	$9.15	$10.15	$11.15

Level I
Provides a variety of basic office coverage tasks that are routine. Operates with specific instructions or with limited independence within established frameworks.

Level II
Moderate independence that would require specific knowledge acquired prior to employment or specific on-the-job training and, as a result, would have limited discretion within specific work assignments. Assignments remain at the task level and are reviewed periodically throughout the task completion.

Level III
Significant independence performing specialized tasks; coordinating a series of tasks or individuals in the performance of tasks. The job duties assigned to such positions involve several steps in a process with specific procedural and operational guidelines.

Level IV
Substantial independence performing specialized tasks requiring independent knowledge, a definable skill, or management of functions or people. Such positions require previous experience directly related to the work unit where the student is assigned. Limited interpretation of information within specific parameters. Assignments are programmatic rather than task level with little supervision required or given.

Level V
Considerable independence performing very specialized tasks requiring independent knowledge, a definable skill, or management of functions or people. Such positions require previous experience directly related to the responsibilities that the student is assigned. Moderate interpretation of information within specific parameters is required. Assignments are programmatic rather than task level with little supervision required or given.

Instructions for Preparation of Form HR 1.60                   Effective: October 29, 1997

Name of Form: Request for Undergraduate Student Employment

A.  Purpose.

This form must be prepared for the following:
 
• To hire a work-assistance student or a Federal Work-Study student.
•  To change the type of employment (i.e., change from work-study to work-assist or change from work-assist to Federal Work-Study).
• To change the pay rate for a current Federal Work-Study student or a work-assistance student based on a significant change in duties or based on successive years of performing the same work.
•  To change the university account number providing funds for payment of the student employee.
•  To extend the assignment end date indicated on the initial HR 1.60 form. This form may also be used if "Indefinite" was indicated on the initial HR 1.60 form as the end date.
 
Note: Federal Work-Study assignments are for the current academic year or summer period. Therefore, a new HR 1.60 form must be submitted each academic year and/or summer period to hire Federal Work-Study students, even if a Federal Work-Study student is returning to the same department employing that student the enrollment period.

Forms may be ordered from the U-Business Web site.

All copies of the form must be routed to the following for approval:
•   Department head, director, or principal investigator
• Sponsored Programs (if contract and grant account)
• Athletics (if the form is for an athlete receiving assistance)


After approval, forward the first three copies (white, yellow, and pink) to Career Services. Retain the goldenrod copy for departmental files.

The instructions below represent only an item requiring additional clarification.
 
Social Security No.    It is imperative that the correct social security number be indicated; therefore, verify the Social Security account number from an original issue Social Security card.

Instructions for Preparation of Form HR 1.61               Effective: October 29, 1997

Name of Form: UNCW Student Time Sheet

A.  Purpose.

This time sheet is used as a basis for payment to a UNCW student paid on an hourly basis. This form is not required for students paid a monthly rate or a flat rate.

Forms may be ordered from the U-Business Web site.

C.   Where to Send Completed Forms.

The original (white copy) of the UNCW Student Time Sheet and the departmental recap sheet must be received in the Payroll Office by the monthly published due date. Retain the yellow copy of the UNCW Student Time Sheet for departmental files.

Follow the instructions on the bottom portion of the form. The supervisor's signature certifies the accuracy of the pay rate, number of hours worked, and account to be charged.

Instructions for Preparation of Form HR 1.62	Effective: May 19, 1999
Name of Form: Career Services Job Order	Supersedes: October 29, 1997

A.  Purpose.

This form must be used to list all Federal Work-Study student vacancies and work-assistance vacancies with Career Services.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.

Forward the original of this form to Career Services. Retain a copy for departmental files.

The requesting department should complete items 1-12. The instructions below represent only those items requiring additional clarification:

5.  Contact Person and Ext.   Indicate the university employee who will make the hiring decision and the telephone extension where this employee may be reached.

6.  Position Available.   Indicate the type position available (e.g., office assistant, laboratory worker, etc.)

Level.  This is a required field. The level assigned to the position determines the rate to be paid. To determine the appropriate level, see "Guidelines for Classifying Positions" in Appendix A.

7.  Job Duties. It is crucial that this item be completed in order to

(a) Support the level (item 6) assigned to the position and any exceptions to rates published in Appendix A. See Appendix A for job duties commensurate with each level.

(b)  Inform students of job duties. Students generally select positions for which they are interested based on information provided in this item.


8.   Job Skills or Requirements.    This item must also be completed in order to

(a)    Support the level (item 6) assigned to the position and any exceptions to rates published in Appendix A. The various salary levels in Appendix A reflect the degree of training, proficiency, and skill required for the position.

(b)    Inform students of job skills or knowledge required.


9.    Pay Rates.

 Hourly pay rates for both Federal Work-Study students and work-assistance students are determined by the requesting department commensurate with the level indicated in Appendix A, or with an alternate pay scale approved by Career Services and Human Resources, or by other circumstances documented in item 12.

Indicate the average number of hours per week you expect the student to work.

 Flat Pay Rate.    Generally, undergraduate students are paid on an hourly basis. Flat rate payments must be justified on the basis of work performed and are subject to approval by Career Services (in consultation with Human Resources). If a flat rate is being paid, the payment basis must show that the pay rate is at least minimum wage.
 

11.    Date Assignment Begins and Ends.
• End dates for Federal Work-Study students may not extend beyond the current academic year.
• End dates for work-assistance students may be approximate or may indicate "Indefinite."


12.   Other Information.    This space can be used to provide additional applicable information.

For example, this space is used to provide justification for an exception to the hourly pay rate scale in Appendix A. Exceptions may occur in special circumstances (e.g., in order to respond to labor market conditions when hiring a lifeguard requiring a definable skill with specific certification requirements).