TEXAS AGRILIFE EXTENSION SERVICE PROCEDURES

33.99.08X1.01 STUDENT EMPLOYMENT
Approved: September 27, 2000
Revised: November 14, 2002
Supplements System Regulation 33.99.08

These procedures are to be followed when hiring student employees (student workers, work study students, and non-affiliated student workers). The provisions of this procedure do not apply to graduate assistants governed by separate rules administered by the Office of Graduate Studies of Texas A&M University (TAMU).

2.01 Student Worker - A student who is enrolled at Texas A&M University, is working part-time, and is processed under the Student Employee Title Codes. The hiring unit pays 100% of the student’s wages plus applicable fringe benefits.

2.02 Work Study Student – A student who is enrolled at Texas A&M University and is awarded Federal or Texas College Work Study funding through the Department of Student Financial Aid. The hiring unit pays a portion of the student salary plus applicable fringe benefits. A student employed as a Work Study Student is classified as such as long as Work Study funds are being utilized, even if also employed as a Student Worker.

For Work Study Students, Texas AgriLife Extension Service (Extension) will follow the requirements and guidelines contained in TAMU Procedure 33.99.08.M1.02, Work Study.

2.03 Non-Affiliated Student Worker – A student who is enrolled at an institution other than Texas A&M University in College Station (e.g. enrolled in high schools, junior colleges, other colleges and universities), is working part time, and is processed under the Non-Affiliated Student Employee Title Codes. Non-affiliated student workers are not student employees by current definition and thus have separate title codes and wage rates as listed in the Texas A&M AgriLIfe (AgriLife) Student Employee Wage Rate Table.

3.01 Student employees should not be placed in budgeted positions.

3.02 Student employees should not work during the hours they are scheduled to be in class.

3.03 Student employees need not be enrolled during the summer in order to maintain student employee status, as long as they intend to enroll for the following fall term.

3.04 Student employees may work full-time during interim periods and during the summer.

3.05 Only students with advanced approval from TAMU Student Financial Aid may be hired in Work-Study title codes. Eligible students will present a work-study authorization form to the hiring unit and the hiring unit will include a copy of it with the Request For Form 500 and/or D-773.

3.06 Employment of international students will be in accordance with System Regulation 33.99.09, Employment of Foreign Nationals, and Extension Procedure 33.99.09.XP1, Employment of Foreign Nationals.

4.01 Students desiring employment are responsible for understanding the rules and guidelines that apply to them as employees. Students must complete an on-line employee orientation.

A. On-campus student employees (student workers, Work Study students and non-affiliated student workers) must complete the New Student Employee Orientation offered by TAMU Student Employment Office at http://financialaid.tamu.edu. Upon completion, students must print the New Student Employee Orientation Certificate.

B. Off-campus, non-affiliated student workers must complete the AgriLife on-line orientation at http://aghr.tamu.edu/processing.htm.

4.02 The hiring unit shall ensure that an employment application has been completed prior to making a formal employment offer to a student.

4.03 The hiring unit shall prepare and submit the following documents to the AgriLife Payroll Office:

• Request For Form 500 and/or D-773
• New Employee Orientation Certificate from on-line orientation
• Employee Personal Data Sheet
• IRS Form W-4
• AG-501, Direct Deposit Authorization
• INS Form I-9
• Copy of Social Security Card
• AG-401, Statement of Selective Service
• Work Study Authorization Form (if Work Study Student)
• Other documentation generated by the on-line orientation

4.04 When hiring a Work Study student, the hiring unit should provide an alternate title code and source of funds to be used when/if the student’s allocation of Work-Study funds is expended, or when estimated time sheets are required. Either Student Financial Aid or the employing unit may initiate the request that the source be moved from work study to non-work study.

5.01 All student workers will be paid in accordance with the AgriLife Student Employee Wage Rate Table. Student employment classifications are listed by basic rate and maximum rate. The starting rate of pay is at the unit’s discretion so long as the rate is consistent with the wage rate tables. The student’s academic classification has no bearing on the title code or rate of pay.

5.02 Recommendations for promotion or merit increase must clearly describe meritorious performance of 6 months or longer and must be documented in the justification section of the Request For Form 500 and/or D-773

5.03 Student employees are not eligible to participate in retirement or group insurance programs, nor are they eligible for fringe benefits such as sick leave, vacation time, or paid holidays.

Questions regarding student employment should be directed to the AgriLife Human Resources Office at 979-845-2423, or AgriLife Payroll Office at 979-845-3636.