Student Employment Checklist

This page is for departments interested in employing students. Students looking for info about on-campus jobs see: Student Payroll Pages

New Student Worker Hires

1) Employment Paperwork Complete*

If student has never worked for SMC before, they will need to bring the proper ORIGINAL & UNEXPIRED work authorization document(s) to Human Resources** and fill out all of their Employment Paperwork. The full packet can be found on the Payroll website under: Payroll Forms ("Student Employment Packet").

If your student worker will have access to confidential information (student records, employee data, etc.) they should complete the Student Employee Confidentiality Agreement.

*International students should review the information provided by the Center for International Programs and consult with the Center prior to beginning work. Please direct them to this page: CIP Working in the US

**While COVID-19 precautions are in place, please have new-hires email completed forms to:

Courtney Gordon - CNG4@stmarys-ca.edu 
and
Erika Roesch - EHR2@stmarys-ca.edu

They will reach out to schedule an appointment to review verification documents as required by Form I-9.
 

2) Student New Hire Notification Form to Payroll

Supervisor/hiring department (not the student) needs to complete the "Student New Hire Form" with authorized budget signature from department. This form notifies payroll that you've hired a student and will generate a new Time Entry in GaelXpress under your Time Approval screen. This form is also located in: Payroll Forms

See also: Student Wage Scale

Please note that California minimum wage increased on January 1, 2020 to $13.00/hr. and is scheduled to increase January 1, 2021 to $14.00/hr. For the future minimum wage rates see: CA Dept. of Industrial Relations Website.

3) 2020/2021 Federal Work Study (FWS) Contract (if applicable)

The Federal Work-Study program provides funds to cover wages paid to eligible students. The Financial Aid Department manages this program, and determines both the award amount ($) and eligibility of individual students.

The benefit to the hiring department is that FWS awards provide funds to cover student wages. The benefit to the FWS eligible student is that they may be able to work more hours than they otherwise would if the department had to fund the student wages themselves. FWS is NOT a scholarship to the student, it simply provides funds for wages they may earn. i.e. If a $1000 FWS allocation is received, the student is eligible for up to $1000 in wages paid by the FWS program. 

  1. Award amount & eligibility confirmed with student?
  2. 2020/2021 FWS Contract signed & delivered to Financial Aid? (they will deliver to Payroll once authorized)
  3. Please reach out to Financial Aid Office for further guidance on this process, or if you have not received a blank 2020/2021 FWS contract. They can be reached at finaid@stmarys-ca.edu, 925.631.4626

Returning Student Workers

1) Confirm the Hourly Rate

Will the pay rate be the same for this academic year? Please feel free to confirm current assigned pay rates with Payroll. If you would like to increase any returning students pay rate due to new position or increase in duties/responsibilities, you would fill out the Student Rate Change Form found online under: Payroll Forms.

See also: Student Wage Scale

Please note that California minimum wage increased on January 1, 2020 to $13.00/hr. and is scheduled to increase January 1, 2021 to $14.00/hr. For future minimum wage rates see: CA Dept. of Industrial Relations Website.

2) 2020/2021 Federal Work Study (FWS) Contract (if applicable)

Are they FWS eligible for 2020/2021?  (all FWS contracts for AY2020/2021 ended June 30, 2020)

  1. Award amount & eligibility confirmed with student?
  2. 2020/2021 FWS Contract signed & delivered to Financial Aid? (they will deliver to Payroll once authorized)
  3. Please reach out to Financial Aid Office for further guidance on this process, or if you have not received a blank 2020/2021 FWS contract. They can be reached at finaid@stmarys-ca.edu, 925.631.4626

3) GaelXpress Time Approval (for supervisors)

  1. Are your returning student workers showing up in your GaelXpress Time Approval screen? If yes, is the position correctly labeled as FWS (or not)? If no, please contact Payroll. For any students not returning to work for you, please email Payroll your list of students to remove.

Important Contacts

Payroll Office

Lauren Fukunaga, Sr. Payroll Specialist, x4728

Nick LoPresti, Payroll Coordinator, x5082

John Hills, Director of Payroll & Tax Compliance, x4211

Financial Aid Office (FWS Program)

Karla Henriquez, Assistant Director (Undergraduate), x4337

Financial Aid Federal Work Study (FWS) General Inquiries:  finaid@stmarys-ca.edu, 925.631.4626

Center for International Programs (Int'l students)

Ashley Machado, Assistant Director & Int'l Student Advisor, x4352