Transcript Hiring Paperwork for New Hires

Student Hiring Paperwork
 Student Hire Checklist
 PBP3/PBP3-G
 Personnel Employment Information Form
 I-9
 Copy of I-20 (for International Students only)
 Health Risk Assessment Form
 Work Locator
 SLED/Background Check Authorization From (if handling University funds
or working with children)
Active Hire Paperwork
Reappointment Paperwork:
 PBP3/PBP3-G
 I-9 (complete a new form if three years have passed since the last one was submitted)
Changes:
 PBP3/PBP3-G
 Be sure to check “Change” at the top of the form and include the necessary information
needed to make the change.
Terminations:
 PBP3/PBP3-G
 Be sure to check “Termination” at the top of the form and include the necessary
information needed to make the change. The effective date should be the last day the
employee worked.
 Complete and approve his/her iTAMS timesheet.
Undergraduate Student Employees (REGS)
 Students must be enrolled in classes during the period of
employment. No minimum course hours are required to
hire a student as an Undergrad (REGS).
 There are no restrictions on the number of hours per
week they may work; however, no more than 30 hours is
recommended. During holidays and summer,
undergraduates can work full-time.
Graduate Students (GRADS)
 Graduate assistantships are paid based on stipends offered by the
department.
 The hiring department can choose to pay a portion or all of the
student’s tuition, but it is optional.
 A graduate student must be enrolled for a minimum of six credit
hours per semester in order to qualify for reduced fees. During
the summer term, graduate assistants must be enrolled in at least
one credit hour.
 The minimum number of hours allowed per work week is 10 and
the maximum is 20. However, if student wishes to work over 20
hours, a written request from the department chair is needed,
providing a reason why student should work over 20 hours.
International Students
 Students must be physically present in the U.S. and have provided
copies of immigration records (I-20) to International Programs for
Students at 123 Byrnes Bldg. before he/she can be approved for
employment.
 A valid passport is required at all times. Returning international
employees will not be eligible to resume on-campus work until a
copy of the application for passport renewal or the renewed
passport has been provided to International Programs for
Students.
 A valid I-20 for the duration of the PBP is required.
 When submitting the PBP, be sure the end date of employment
does not go beyond the I-20’s expiration date.
Work Study Students
 The Federal Work Study Program provides funds for parttime jobs which allow students to earn money to pay for
educational expenses. 75% of a student’s earnings may be
paid by the federal government with the remaining 25%
paid by the employer (work study awards cannot be
reimbursed to the department).
 Work study students are paid hourly with a pay range of
between $6.55 to $12.00 per hour. If the department
wishes to pay a higher hourly rate, they will have to send a
Letter of Justification along with the hiring paperwork to
SOM HR office.
Hiring a Work Study Student:
I.
Request a Job Advertisement Card from SOM HR contact.
II. Fill out Card and return to SOM HR contact.
A. Position # should be left blank.
B. Department number should be the hiring department’s
number.
C. Contact person, phone and address should be the hiring
department’s contact information.
III. Once a student is hired, submit hiring paperwork. Note: The
funding information should always be 43000 F400 at 75 % and the
other 25% being paid from departmental funds.
Web References
SOM HR Link
http://hr.med.sc.edu
USC Main HR Link
http://hr.sc.edu/forms.html
International Programs for Students Website
http://www.sa.sc.edu/IPS/employment.htm
Payroll Website
http://busfinance.admin.sc.edu/payroll/
USC Academic Calendar
http://registrar.sc.edu/html/calendar5yr/5YrCalendar3.stm
Work-study Website
http://www.sc.edu/financialaid/workstudy.html
Where to send Student Hiring Paperwork?
SOM HR Contact : Krista Wodecki
Phone Number: 803-545-5208
Fax Number: 803-252-9817
E-mail Address: [email protected]
Mailing Address:
1 Medical Park, Ste 340