Student Employment is used to hire a student in your department using departmental funds (902 or 908 funds).

To hire a student, you are required to fill out a Student Employee Authorization (SEA) form. This electronic form is located on the Business Link and can be accessed through the Student Employment Office. The Student Employee Authorization form is submitted both electronically and as a hard copy. For each student you hire, you will need to complete a “New Hire/Rehire” form regardless of whether the student has worked for you in the past.

The SEA form is user friendly; after each section there is a submit key. By utilizing this feature, you will be aware of any errors that may occur prior to completing the entire form.

To complete an SEA on the Business Link, select “New Hire/Rehire” from the “Hiring Process Functions.”

• Select “Departmental” employment type.
• Enter the student’s UID number.
• Select the semester and enter the year.
• Select the “New Hire” action.
• Click submit.

You are now ready to complete SECTION ONE of the SEA Form.

• Enter a Job Grade and a Job Code. (Information for job grades and codes can be found in the Student Employment Job Classifications Guide.)
  • Hourly jobs have a grade level of 1-5.
  • Monthly jobs have a grade level of 0.
  • A one-time payment is a grade level of 9. (Please note that international students cannot receive a one-time payment.)
  • The job code refers to the job the student is performing. There is a pull-down menu for a listing of Job Codes.
• Enter a start and end date. (For hourly paid employees, the start date should be the actual date; the end date should be a Sunday date. For weekly salaried employees, the date should be the first day of the semester; the end date must be the last day of the semester.)
• Enter total number of hours per week. This field must be completed, even if you are entering a one-time payment.
• Click submit.

If the student has never worked at BU, you will be prompted to enter the I-9 information. Every new employee must complete an I-9 form. The form and instructions are available in the forms section of the Student Employment Office website.

International students must go to the International Students and Scholars Office to complete their I-9. Domestic students complete their form with you, their hiring department. Once the student has completed the I-9 form and you have verified the information, you will need to complete the I-9 part of the SEA in Section One. You will enter the I-9 mail code, which is your mail code and you will be required to confirm you have the I-9 by marking an “X.” All I-9 forms should be sent to the Business Office and are not to be stored in the department.

Proceed to Section TWO:

• You are now required to enter the unit, department, object code, mail code, and check destination code.
• The mail code is your departmental mail code and must match the department being charged. You may fill in your department mail code as the check destination as well.
• Patent Mail Code should only be completed when a patent policy form is requested. Patent Policies are required for grade 55, 56, and 57 jobs.
• You are also required to identify a supervisor for hourly paid employees. The supervisors are listed in a drop down menu.
• Rate of pay: You will need to enter one of the following: hourly rate, weekly rate, or one-time payment.
• Input a tax form: If you have a W-4 for the student, you will check off “yes.” If there is no tax form, check off “no.” You are required to select one of these choices before you can proceed.
• Click submit if you indicated “yes” to input a tax form; you are now required to complete Section W-4. This information is taken directly from the employee’s W-4 information.
• Click submit.

You should now see a message that reads **READY TO UPDATE RECORD. PRESS UPDATE BUTTON OR CLEAR TO CANCEL**

• If the SEA looks correct and you are ready to update.
• Click update.

You will now see a message that reads ** RECORD CAN BE APPROVED. PLEASE ENTER NEXT STUDENT**

• You do not have access to approve an SEA form. The CAS Business Office approves the final form.

You now need to go back to the main menu of Student Employment.

• You want to select the “Review/Delete Prior to “Approval” function.
• Select the “Review/Delete Prior to Approval” function. Enter your mail code and submit.
• You will now see the pending record for the student you have just entered. Select the individual student’s record you wish to view and then select the “Review/Delete” option.
• You will now see the student you have just entered. Click on the student’s ID number.
• This will display a one-page summary of what you have just entered. Please verify the information. If everything is correct, print out this page and either deliver it to the Business Office or fax it to the Business Office at 617-353-3432. The student employee’s I9 and W4 can be delivered to the Business Office.
• If the information is incorrect, you may delete the SEA from the system and reenter it.
• If the SEA is for a Graduate Financial Aid award, please forward the SEA and the Financial Aid form to GRS.

Students who are eligible to work under the Work-Study Program must meet federal guidelines for the program. Please note that BU Financial Assistance may adjust or cancel a student’s Work-Study award at any time during the academic year to meet the guidelines.

The Work-Study Program funds 70% of participating students’ earnings; the department is responsible for the remaining 30%. Students employed under the Work-Study Program have a Maximum Earning Level based on their award. Once the maximum earning level has been reached and the Work-Study award has been exhausted, the student is no longer eligible to work in a Work-Study position. You may, however, opt to hire the student on to Student Employment and pay him/her with departmental funds, provided you have a student budget available.

Work-Study students may work a maximum of 20 hours per week while classes are in session. The 20 hours are a total number of hours combining all jobs the student may hold on campus. When classes are not in session (exam periods, winter break, spring break, and summer), there is no restriction on the hours worked per week. The Federal Work-Study Program begins the first week of classes and ends on Commencement Day. The summer program begins the day after Commencement and ends the Sunday before the first week of classes.

Students hired into a Work-Study position are hired into a specific job for your department. You can check the Work-Study jobs for your department by going to the Work-Study Job Functions on the Student Employment website.Click on “Create a New Work-Study Job” under Work-Study Job Functions. Once the form is completed and submitted to the Work-Study Office, the job will be approved and supervisors will be notified either by phone or e-mail of the job number. Please note that more than one student may be hired into a job as long as the students have the same job description, supervisor, distribution, and base rate of pay.

To have your Work-Study job posted in the Work-Study Job Directory, return to the “Maintain Existing Work-Study Jobs,” enter your mail code, and click submit. Click on the Job Number corresponding to the Work-Study job you would like to post. Select the “Posted” option (or Un-posted to remove the posting from the Work-Study Job Directory) and click Update.

Once you have your Work-Study job number and student for the job, you need to complete a Student Employee Authorization (SEA) Form found on the Business Link in the Student Employment Section.Please follow the instructions above for completing an SEA form for a Student Employee. You will chose Work Study as the employment type and use the Work-Study job number rather than entering a Job Grade and Job Code.

Once an SEA has been approved in the CAS Business Office, the student has officially been set up on the student payroll system.

If a student is receiving a one-time payment or is paid weekly, there is nothing left for you to do. One-time payments will be processed with the current weekly payroll cycle. A weekly paid student will receive a payment each Friday that he or she is set up in the job. Please keep in mind that if the weekly deadline has already passed prior to setting up the student on the system, the student’s check will run off-cycle and will be produced in the next check run.

Hourly paid students are required to fill out a timesheet each week for the hours they have worked. Students fill out their timesheets online via the Student Link. Click on “Student Link,” click on the “Work” ta, and at the bottom you will see “Employee Time Entry.” Once selected, the student will see the Employee Time Entry-Job Summary.

The current week will be listed. Students are encouraged to enter their hours each day. At the end of the week, students submit the timesheet for supervisor approval. Supervisors must to log in and “sign” students’ timesheets. Once a timesheet has been electronically certified by the supervisor, the Business Office will approve the mail code for payment. Once approved by the supervisor, only the Business Office will be able to make changes to student timesheets. Please be advised that all of the standard deadlines will still be in effect, unless otherwise noted by the Business Office.

International students are allowed to work at Boston University if they meet certain criteria. Located on the Student Employment website is an Employment Guide for International Students. Here you will find and explanation of eligibility criteria, regulations, and the necessary steps international students must take in order to meet requirements.

The International Students & Scholars Office (ISSO) must grant permission to students to work. An ISSO staff member will meet with the student and evaluate his or her immigration status to determine if the student is eligible to work. Work permission is generally granted to full-time students with either an F-1 or a J-1 immigration status. If granted work permission, a student with an F-1 or a J-1 visa may only work a total of 20 hours per week while classes are in session, but is welcome to work more hours during summer, winter, and spring breaks. Also, in order to work, a student must apply for and obtain a Social Security number. To do this, a department can download and complete a Certification of On-Campus Employment for the Social Security number application from the ISSO website. Once completed, a student should return to the ISSO with their immigration documents and the certification letter completed by the hiring supervisor. The ISSO will then endorse the student’s certification. Applications for a Social Security number can be downloaded from the Social Security Administration’s website. Once this has been completed, the application, along with the student’s endorsed Certification of On-Campus Employment Letter and immigration documents, must be presented in person to the Social Security Administration Office. Additional information on obtaining a Social Security number can be found on the ISSO website.

Stipends are awarded to students who are receiving a payment that does not require service to the University. This is generally aid for living and travel expenses. For domestic students, no tax is withheld by the University; however, it is the studentÂ’s responsibility to report it. International students will have a taxation rate of 14 percent unless they are claiming exempt under a tax treaty. To claim exempt, students must have a Social Security number and must complete an 8233 Form and a treaty statement with Student Payroll.

Departments will need to complete a Financial Aid Form with GRS Financial Aid for graduate students. For undergraduate students, departments will need to complete an Honorarium/Stipend Payment Request Form and send it to the Business Office. This form is available through the Payroll Office.

Student payroll functions are becoming increasingly more automated. However, at this time, departments only have access the following functions:

Under Hiring Process Functions:

• New Hire/Rehire
• Review/Delete Prior to Approval

General Functions:

• Student Employees by Mail Code
• Student Employee information
• Student Job and Earnings History

Student Payroll Functions:

• Student Weekly Time Entry (SE50, SE51)

Time Entry (STEP)

• Supervisor Approval of Student Time Entry

Student Job Service Functions:

• Post SE Job
• Remove/Repost SE Job

Work-Study Job Functions:

• Create a New Work-Study Job
• Maintain Existing Work-Study Jobs (formerly View/Post)
• Supervisor Evaluation of Student(s)

For all other functions including check destination changes, distribution changes, and approval functions, you will need to complete a paper SEA form, which can be downloaded from the Student Employment website and submitted to the Business Office.

When hiring a student, the following forms need to be completed:

Student Employee Authorization Form (SEA): This form is used to hire, rehire, or change information regarding a student and the job he or she holds. This form is filled in electronically and can found on the Business Link.

All of the following forms can be found at: http://www.bu.edu/seo/students/studentforms/

• I-9 Form: This form should be kept in the hiring department.
• W-4 Form: This information can be entered on the SEA form or can be sent to the Student Employment Office.
• Family Educational Rights and Privacy Act (FERPA) Non-Disclosure Agreement: The FERPA form is required of all students and should be kept in the hiring department.
• Student Patent Policy Form: This form is required of all students involved in University-supported research and should be kept in the hiring department

All student employees are encouraged to sign up for direct deposit. Student may enroll online on the Student Link. The Direct Deposit Authorization can be found under the “Work” tab.

Students paid on the SE level who are not signed up for direct deposit are required to pick up their checks at Student Payroll, at 881 Commonwealth Avenue, 2nd floor. Students may do so between the hours of 9 a.m. and 5 p.m. Monday through Friday with a photo ID. Students who do not have a social security number, and are thus not eligible for direct deposit, must also pick up their paychecks at Student Payroll.

For those students paid on the SC level for a stipend or fellowship, who are not enrolled in direct deposit, receive their checks through their department. Checks are sent from the Payroll Office to the Business Office and are available for departmental pick up on the last working day of the month.