Business Policies

Policy 4-4: Contract Authorization for Student and Non-Student Hourly Employees

Issued: 7-1-88
Revised: 7-05
 

I. PURPOSE
The purpose of this policy is to establish procedures for the requesting approval, and payment of contracts for student and non-student hourly employees.

II. GENERAL

A. Applicability - This policy applies to employees of the College who will be responsible for the requisition, approval, generation and payment of student and non-student contracts on behalf of the College.

B. Responsibility

1. It is the responsibility of the respective requester, approving authority (Cost Center Director and/or Supervisor) and prospective employee to ensure compliance with the Contract Authorization for Student and Non-Student Hourly Employees Policy.

2. Supervisor Responsibilities

a) Work Study Students

1. Complete job description form issued by the Office of Financial Aid (OFA) each spring and return to the OFA.

2. Adhere to the College's Student Employment Pay Plan (published in the Student Employment Guide) in requesting the appropriate pay rate.

3. Review the contract issued to the student and, if the student is hired, complete and sign the contract and return it to the student intact. Instruct student to return the signed contract to the Office of Financial Aid.

4. Approve and submit time sheets on the last working day of each month to the OFA.

b) Institutional Hourly Employment (Student)

1. Complete job description form issued by the Office of Financial Aid (OFA).

2. Initiate and complete the Contract Authorization Request Form (CARF) in a complete and accurate manner.

3. Adhere to the College's Student Employment Pay Plan (published in the Student Employment Guide) in requesting the appropriate pay rate.

4. After completing supervisor's section, sign and date the CARF and instruct student to return CARF to the OFA immediately to facilitate compliance with established policies and procedures. STUDENTS ARE NOT AUTHORIZED TO BEGIN WORK UNTIL THE OFA RECEIVES A CARF WITH ALL AUTHORIZED SIGNATURES CERTIFYING APPROVAL and Immigration Reform Control Act of 1986 (IRCA) ( form I-9) documentation is approved.

5. After being informed by the OFA of those prospective employees who have not satisfied the IRCA documentation requirements (I-9), contact employee to inform them that they will need to provide acceptable documents to the OFA before reporting to work.

6. Upon receipt of a copy of the CARF from OFA, inform the student employee that approval has been received for them to begin work.

7. Approve and submit regular time sheets on the last working day of each month to the OFA.

c) Institutional Hourly Employment (Non-Student)

1. Initiate and complete CARF in a complete and accurate manner.

2. Ensure employee has signed CARF. (The CARF is the contract.)

3. Submit the approved CARF to Human Resources/Equal Opportunity Office. EMPLOYEES ARE NOT AUTHORIZED TO BEGIN WORK UNTIL THE HUMAN RESOURCES/EQUAL OPPORTUNITY OFFICE (OHR) RECEIVES A CARF WITH ALL AUTHORIZED SIGNATURES CERTIFYING APPROVAL.

4. Ensure that prospective employees go to the OHR to provide acceptable payroll documents before reporting to work. These documents include a W-4 withholding statement, a General Information Form, acceptable I-9 documentation, and a Public Employees Retirement Association Member Information Form. They must receive a copy of the current Fort Lewis College Guide to Campus Safety and Substance Awareness and provide a signed receipt for this pamphlet to the Human Resources/Equal Opportunity Office.

5. Upon receipt of copy of CARF from the OHR, inform employees that approval has been received for them to begin work.

6. Approve and submit hourly time sheet(s) to the OHR on the last working day of each month or at the end of the contract (whichever comes first).

3. Financial Aid Office Responsibilities

a) Work-Study Students

1. Submit job description forms to all faculty and staff in the spring of each year to compile a job listing for students to use when seeking work-study jobs.

2. Verify identity and eligibility for employment of all eligible work-study students hired for the first time by having each eligible student complete the Employment Eligibility Verification Form I-9.

3. Issue contracts to eligible students.

4. Adhere to the College's Student Employment Pay Plan (published in the Student Employment Guide) in approving/assigning the appropriate pay rate.

5. Enter contract information into the computer system to establish student accounts and ensure issuance of computer generated time sheets upon receipt of signed contracts returned by students.

6. Provide copies of completed contracts along with time sheets and W-4 withholding statements to the supervisor through campus mail.

7. Provide students and supervisors with Rights and Responsibilities information.

b) Institutional Hourly Employment (Student)

1. Supply CARFs upon the request of appropriate authorities.

2. Review CARFs to determine if pay rates are in adherence to the Student Employment Pay Plan (published in the Student Employment Guide) and ensure that requests are complete and have appropriate approvals.

3. Verify identity and eligibility for employment of all eligible students hired for the first time by having each eligible student complete Form I-9.

4. Approve/disapprove completed CARF and distribute original copy of CARF to supervisor.

5. Maintain a file of the original copy of the CARF.

6. Enter information from approved CARFs into the computer system to establish student accounts and ensure issuance of computer generated time sheets.

7. Provide time sheets (computer generated), rights and responsibilities information, and W-4 withholding statements to supervisors through campus mail.

8. Approve time sheets.

9. Submit approved time sheet(s) to Payroll Office for processing by a mutually determined deadline each month.

4. Employee Responsibilities

a) Work Study

1. Provide current and accurate demographic information as requested.

2. Initiate interview with prospective employer (self-referral process) and present contract.

3. Hand carry completed and signed contract and a W-4 withholding statement to OFA prior to date of employment.

4. Record hours worked in an accurate and complete manner on time sheet.

5. Submit completed time sheet to supervisor by the last working day of each month.

b) Institutional Hourly Employment (Student)

1. Provide current and accurate demographic information to supervisor as requested to complete Supervisor's Section of the CARF. Hand carry the completed CARF to the Office of Financial Aid to obtain approval before date of employment.

2. Complete and return a W-4 withholding statement to the supervisor with initial time sheet to facilitate payment of hours worked.

3. Record hours worked in an accurate and complete manner on time sheet.

4. Submit completed time sheet to supervisor by the last working day of each month.

c) Institutional Hourly Employment (Non-Student)

1. Provide current and accurate demographic information as requested.

2. Sign and return the CARF request to the supervisor.

3. Ensure compliance with I-9 regulations by coming in person to the Human Resources/Equal Opportunity Office and providing the acceptable documents before date of employment.

4. Complete, sign and return a W-4 withholding statement to the supervisor. EMPLOYEES WILL AUTOMATICALLY BE TAXED AT A RATE OF SINGLE - 0 IF NO W-4 INFORMATION IS AVAILABLE AT PAYROLL GENERATION DATE.

5. Complete, sign and return the Public Employees Retirement Association Member Enrollment Form.

6. Obtain the current Fort Lewis College Guide to Campus Safety and Substance Awareness pamphlet and provide a receipt for the pamphlet to the Human Resources/Equal Opportunity Office. Provide completed General Information Form to the Human Resources/Equal Opportunity Office.

7. Complete, sign and return the time sheet to the supervisor the last working day of the month or at the end of the contract (whichever comes first).

5. Human Resources Office Responsibilities

a) Institutional Hourly Employment (Non-Student)

1. Supply CARFs upon the request of appropriate authorities.

2. Ensure receipt of required payroll and I-9 documentation as specified in section II.B.2. c) 4. of this policy.

3. Approve/disapprove and distribute a copy of CARF to supervisor.

4. Maintain a copy file of CARF.

5. Enter demographic, salary and deduction information into human resources database.

6. Supply time sheet(s) to employee.

7. Upon receipt of time sheet, ensure that employee and supervisor have approved.

8. Verify overtime computations recorded on time sheet.

9. Forward original time sheet to Payroll Office.

6. Payroll Office Responsibilities

a) Verify total number of hours, employees, budget codes and rates from information transmitted through the computer files from the OFA.

b) Update any discrepancies, errors, overtime hours, and/or deletions and additions.

c) Enter any remaining hourly labor information from paper or electronic time sheets submitted by Human Resources Office into the human resources database.

d) Run proofs of gross to net pay information and complete any necessary corrections.

e) Initiate computer-generated files to produce checks and earning statements.

f) Maintain a file of time sheets and earnings statements.

g) Compile and distribute annual W-2 wage statements.

7. Cashier's Office Responsibilities

a) Determine student financial liability before disbursing net earnings.

b) Distribute pay checks.

C. Definitions

1. Individuals/offices authorized to issue and/or approve CARFs, time sheets or other personnel action.

a) Contract Authorization Request Form (CARF) - Cost Center Director and/or Supervisor.

b) Non-Student Hourly Time Sheet - Supervisor, Human Resources/Equal Opportunity Office and Payroll Office.

c) Financial Aid Eligibility - Student Employment Coordinator.

d) Contract - Cost Center Director and/or Supervisor and Employee (when applicable).

e) Payroll - Payroll Office.

f) I-9 Verification - Student Employment Coordinator and Human Resources/Equal Opportunity Office.

2. The CONTRACT AUTHORIZATION REQUEST FORM (CARF) is used for Institutional Hourly Labor Requests and is issued for students and non-students who are to be paid from institutional funds.

3. IMMIGRATION REFORM AND CONTROL ACT OF 1986

Fort Lewis College must confirm identity and eligibility to work for any student or non-student who has not worked at Fort Lewis College prior to November 7, 1986. The student must complete Form I-9 and present appropriate documentation as stated on the form. The documents may include either a valid and current U.S. passport or a valid driver's license and social security card or certified copy of birth certificate before being eligible to start work. Other documents as approved by the Immigration and Naturalization Service may be substituted if listed on a current I-9 form.

4. INSTITUTIONAL HOURLY MONEY - Money budgeted in departments for the specific use of hiring student/non-student help.

5. WORK STUDY - This is awarded to students eligible for financial aid from the Federal or State Work Study Programs.

III. POLICY STATEMENTS

A. Contracts for Student/Non-Student Hourly Services - It is the responsibility of the respective requester, approving authorities, and prospective employee to ensure that all contracts issued by the College, regardless of the source of funds, are accomplished for the benefit of the College.

B. Contract Requests - Contracts for personal services for student/non-student hourly will only be issued from approved Contract Authorization Request Forms (CARF) with the exception of contracts issued for Work Study students.

C. Eligibility to Begin Work - Student/non-student hourly are not eligible to begin employment until all approvals, signatures, and verifications of eligibility have been completed according to established policy and procedure.

D. Payment for Services Rendered - A paycheck will not be distributed unless the appropriate office (either Financial Aid Office, the Human Resources/Equal Opportunity Office, or the Payroll Office) has received all required forms (as described previously in this policy) on or before the last working day of the month for employees who complete time sheets. Payment for services rendered will be on the 15th day of the month following the month the services were rendered.

E. Workmen's Compensation - Student/non-student employees injured on the job should report injuries to the Human Resources/Equal Opportunity Office within 24 hours.

F. Work Limitation - Non-student hourly employees may not be employed longer than a six month period per calendar year.

G. International Students - International students have additional employment requirements and restrictions. Refer to the Student Employment Handbook for specific information.

IV. PROCEDURE

A. Contract Authorization Request Forms (CARF)

1. Individuals who wish to hire a person from institutional hourly labor must complete the Supervisor's Section in a complete and accurate manner and submit the completed CARF request to the appropriate authority for approvals.

2. Approving Authorities:

a) For Student Employees: After completing and approving the CARF, submit it to the OFA for further action.

b) For Non-Student Employees: After completing and approving the CARF, submit it to the Human Resources/Equal Opportunity Office for further action.

B. Time Sheets

1. Employees who have a CARF, are to submit a time sheet. The time sheet must be approved and submitted to their supervisor by the end of each month.

2. Supervisors, after approving the time sheet, are to submit Student Employee time sheets to the Office of Financial Aid and non-student employee time sheets to the Human Resources Office.

3. Verification

a) Financial Aid Office: Verify the time sheet to the CARF on file to ensure appropriate budget code and rate of pay and submit the time sheet to the Payroll Office.

b) Human Resources/Equal Opportunity Office: Verify the time sheet information with the CARF on file to ensure appropriate budget code and rate of pay and submit the time sheet to the Payroll Office.

Previous Next

Print