Student Employment/Payroll News – Supervisor Edition

Form I-9 Error messages (RESOLVED)

On Tuesday, we learned of an issue with the connection between our Vendor Form I-9 and Boston University systems. The vendor indicated the problem would be resolved by the end of yesterday’s business day. Unfortunately, some issues persist, and we have followed up with the vendor to re-establish that connection immediately.

The system is partially working. For students and staff attempting to complete an I-9 they can use a Firefox Browser (only) to access and complete section 1 and section 2.

For supervisors attempting to complete any type of hire (Hourly, Weekly Salary or One Time payments) the system will not allow them to proceed until we re-establish the connect between the vendor and BU.

 

Student Employment Job Board update

Student Employment is in the testing phase of the new job board system. Unfortunately, we have experienced some setbacks, which have shifted our timeline for small-group feedback sessions, large-scale training, and additional outreach. We are working diligently to reach a point where we are comfortable sharing more information about the project with you soon.

UPDATE

While we’ve had several bumps in the road now that we are seeing real-time simulation of the process, we are identifying the bugs we come across and addressing them as quickly as possible.

We have made several strides and seen many successes attempts at the new process, but the next two months will be focused on sealing gaps and addressing issues

 

End of Spring and Summer Work Hours

Students are eligible to work up to 40 hours per week starting Monday May 6, 2024, until Sunday September 1, 2024.

Departments should also remember that student employees cannot exceed 1,500 work hours for the fiscal year without additional approval from Student Employment and College administration.

Revision:

Student Employment advises supervisors to check with your school or college to identify any additional procedures or limitations related to PhD student hires.

International Students

Revision:
International Students can work part time over the Summer Break as long as:

  • They are enrolled in the upcoming Fall Semester** OR
  • They are enrolled in Summer 1 (eligible to work until the end of Summer 1) OR
  • They are enrolled in Summer 2 (eligible to work Summer 1 until the end of Summer 2) OR
  • They are enrolled in Summer 1 and Summer 2 (eligible to work Summer 1 until the end of Summer 2)
Then they are eligible to work …
Summer 1 Summer 2
If International student is enrolled in… Summer 1 only Yes No
Summer 2 only Yes Yes
Summer 1 & 2 Yes Yes
Fall Yes Yes

 

International Students can work full time (over 20 hours per week) over the Summer Break as long as:

 

  • Summer term is NOT their first or final semester.*

AND

  • They meet the eligibility criteria listed above.

*If summer is your first or final semester, it is not considered a vacation period, and you can only be employed part-time.

** Students who unenroll or take a leave of absence leading up to Fall semester during the summer will be ineligible to continue working and will be terminated from their positions.

 

 

Summer Employment and Work-Study

The Student Job Service Board is open to supervisors and departments to post available summer opportunities for students.

The Work Study Job Directory for summer will open in April.

Summer Federal Work-Study Applications will open to students on March 15th 2024.

The priority deadline is April 19th, 2024. Submissions after this date will be considered on a case-by-case basis until the end of the semester or funding is exhausted, whichever comes first.

Response time is still being determined due to delays in the 2024-2025 FAFSA. We will work closely with Financial Assistance to notify applicants once the reviews are complete.

Once Financial Assistance has received all the necessary information to determine an applicant’s eligibility, an email notification with their summer work study eligibility will be sent.

 

UPDATE

24.04.18 – Financial Assistance developed a procedure to award student summer work-study in lieu of receiving the routine FAFSA data and documentation from the DOE. We hope to have award notifications sent to students in the next two weeks.

Supervisors are encouraged to post summer work-study positions on the work-study job board. Student who received Work-study award this Fall and Spring can view summer opportunity while awaiting results on their eligibility for summer funding. Supervisors should advise students interested in summer opportunities that they cannot be hired into summer work-study positions until they’ve been awarded.

Departments can hire applicants under departmental funds initially and then convert the hire to work-study if/when a student is awarded.

Spring to SUM1 Rollover

The final “rollover of jobs” in the current system from the Spring 24 to the SUM1 24 semester will begin Friday, April 12. For those unfamiliar with the rollover process, this is an automated function where all actively hired students are evaluated in the current semester. Departmentally funded student employees with end dates that extend beyond the current semester are “rolled over” into their positions in the following semester. Weekly salaried jobs with end dates past April 28 and hourly jobs with end dates beyond May 19 will roll over if the students meet the enrollment criteria for summer employment. The job rollover process will run each Friday between April 12 and May 19. After April 28, only hourly jobs will be affected by the rollover process, as the summer semester for weekly salaried jobs begins on April 29. Any pay rate and cost distribution changes made after the rollover will require manual adjustment to the summer semester job profile.

Students employed in Work-Study funded jobs will experience a similar process with an additional criteria requirement. Work Study Eligible student employees must meet enrollment criteria and have a Summer Work-Study Award reflected on their profile. Students are encouraged to submit applications for the Summer Program as early as possible.

Summer Work-Study applications open on Friday, March 15, 2024, and are available on this website.

 

Updates as of 04/11/2024:

The first round Job Rollovers has run.

A report will be produced identifying the student employee whose job rolled over into the summer semester. The report will be distributed to departments the following week after each rollover. The rollover report also identifies all students whose jobs have not rolled over with an explanation as to why.

Common reasons why a job does not roll over:

Reason Explanation Action Required
Record Exists In (Semester) The student/job record already exists in the semester being rolled into. This is for your information. There is no action that needs to be taken.
Withdrawn /Not Enrolled The student is not enrolled for the upcoming semesters. We have identified a gap in the summer hire process. Since fall registration now lives on My BU student, we are working with the IS&T on replenishing that data into the mainframe so that hires will be accepted and pass that validation requirement. If we are unable to replenish that data, we will find a work around.

This appears to only impact international students meet eligibility and who do not register for Summer Courses

Time Reported for SEM=0 No timesheets were processed for the student in the previous semester. The job is not active. Rehire the student.

For any student whose job has not rolled over due to an enrollment or visa problem, verify that the issue has been resolved before attempting a manual rehire.

 

 

Summer FICA Policy

Students employed at Boston University during the summer and not enrolled/taking classes are subject to FICA withholdings.

Summer 2024: The first summer payment for weekly-salaried students is May 3rd and the first summer payment for hourly paid students is May 31st.  FICA will be withheld according to above criteria.

Students who are eligible to receive a FICA rebate must not work more than 39 hours per week.  Working more than 39 hours per week on a regular basis (more than 3 weeks) will invalidate a student’s eligibility to receive a FICA rebate.

For more information about FICA withholdings, click here.

Summer Weekly Salaried Payments

The summer semester for weekly-salaried paid students begins Monday, April 29 (the week ending April 28). Students paid on a weekly-salaried basis for the summer need to meet the summer employment eligibility standards. Since weekly salaried payments issued after May 5 are considered summer payments, they will be subject to FICA. Information regarding the summer FICA policy can be found on our website.

If you have students graduating on May 19 and will not be returning to Boston University in a graduate program, you will need to hire them for hourly positions between April 29 and May 19. Students must submit timesheets, which their respective Supervisor or Payroll Coordinator must review and approve every week.

Graduating Students

Students graduating on May 19 can be paid as student employees through that date. Graduated students who continue to work after Commencement must be hired as temporary or staff employees. A student employee’s record must be terminated in SAP to be hired as a temporary or staff employee.

If you are hiring an individual who was a student employee for a temporary or staff position, you should complete the SE Level Termination Request form. If you have more than three terminations to request at a time, you may email seo@bu.edu with the subject line Bulk SE Termination Request; you must include the students’ names, ID numbers, and date of staff hire. Terminations will be handled on a first-come, first-served basis starting May 25. Staff will be notified via email once the termination is complete so you may begin the hiring process with HR.

International students must consult with ISSO before continuing their employment as casual or staff employees at Boston University. Their continued employment must meet USCIS regulations and be cleared through ISSO before any work is performed. Allowing students to continue working without ISSO authorization will jeopardize their visa standing.

Salary Adjustments

June and the end of the 2024 fiscal year will be here before we know it. It is important to remember that student salary adjustments must clear a payroll run before they reflect on your budget line. Therefore, the last payroll for processing adjustments will be for the week ending June 23. Now is the time to be sure that your students are charged to the correct budget line and make any corrections to avoid the June rush. Staff can find the online salary adjustment form linked here or by visiting (http//www.bu.edu/seo/payroll/forms.) To help ensure we can process your adjustment before the June 23 payroll, please have any adjustments submitted by Wednesday, June 5. The final deadline for submitting and adjustments made in June is June 19. We are not responsible for any delays in processing caused by missing information.

Check Reversals

The check reversal deadlines will remain the same as the deadlines for salary adjustments. Students returning funds should provide a check or money to your department for the net amount of the overpayment (unless the overpayment goes back to a previous calendar year, the gross amount is required). Once you have received the payment from the student, you should submit the check with a completed Check Reversal form and forward it to Student Payroll, 25 Buick Street, 3rd floor. All checks written by students should be made payable to Boston University. Student employees submitting repayments must make payments through a check or money order. It may be possible to have the student submit a wire transfer to repay the funds. Please contact seo@bu.edu for specific instructions. Please note that staff should move the charges from the grant to an unrestricted account via a Student Salary Adjustment Form while you await repayment from students paid on a restricted grant.

Boston University does not accept repayment through Zelle, Venmo, PopMoney, or other payment platforms.

Remote Work

Remote work is allowed for student employees from locations within the United States. Minimum wage rates in the state the student is expecting to work from would apply.  Student Employment advises you check with your school or college to identify any additional procedures before allowing any student to work remotely. If you wish to have student employees work remotely from outside the United States, you must obtain authorization before allowing students to work. Due to tax regulations in some countries, having your students work remotely may not be possible. A third-party payment agency like SafeGuard may be required to facilitate payments for remote work in certain countries. Any fees for using a third-party agency will be your department’s responsibility. Student employees cannot start working remotely outside the United States without approval. To determine eligibility, you may submit a request through this form.

 

Update 4/11/24:

Student Employment advises you check with your school or college to identify any additional procedures before allowing any student to work remotely.

 

Update 4/22/24:

Minimum wage rates in the state the student is expecting to work from would apply.

 

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