Policies and Procedures

 

Accommodations for Disabled Employees

St. Edward's University recognizes the wide variations in the needs of student employees with disabilities. When needs arise, employees should discuss needed accommodations with their supervisors. It is appropriate and responsible to seek assistance from Student Disability Services, Moody Hall Room 155.

 

Non-Discrimination Policy

St. Edward’s University does not discriminate in any manner contrary to law or justice on the
basis of race, color, age, religion, veteran's status, sex, national origin or handicap in its educational programs or activities, including employment and admissions. At the same time, St. Edward’s University reserves the right and duty to seek and retain personnel who will make a positive contribution to its goals and mission.

 

Employee Use of Alcoholic Beverages

St. Edward’s University encourages the responsible use of alcohol. Service and/or consumption of alcoholic beverages is to be complimentary to an event, and under no circumstances should the event have consumption of alcohol as its primary focus. Employees reporting to work under the influence of intoxicants or prohibited drugs will be dismissed for misconduct connected with the job.  See the Student Handbook for further details and procedures.

 

Drug-Free Schools and Community Act

In compliance with the Federal Drug-Free Schools and Community Act, it is the policy of the university to prohibit the unlawful manufacture, distribution, dispensation, possession or use of drugs. Students who violate the University policy in this regards are subject to disciplinary sanctions described in the section of Conduct Standards and Disciplinary Procedures. See the Student Handbook for further details and procedures.

 

Sexual Harassment Policy

Sexual harassment will not be tolerated by any member of the St. Edward’s community, regardless of whether or not he or she is faculty, staff, or a student. Sexual harassment occurs when a person in a position of power either verbally or physically subjects another person to sexual favors and implies that compliance or noncompliance will affect work or school related decisions. Sexual harassment also occurs when any person engages in conduct which has the purpose or effect of unreasonably interfering with an individuals performance, or creating and intimidating, hostile or offensive working, learning or living environment. Refer to the Student Handbook for further definitions and filing procedures.

 

On-The-Job Injuries

St. Edward’s University employees are covered by Workers' Compensation for physical injuries and occupational diseases that arise out of an injury in the course and scope of employment. Workers' Compensation was not designed to cover all of the workers' health problems; it does, however, provide a wide range of benefits for work-related injuries and illnesses. The employee has definite legal responsibilities that are required to establish a claim for compensation.

Worker's Compensation Insurance (WCI)

Benefits - At no cost to the employee, WCI will pay all reasonable medical expenses incurred as a direct result of injuries sustained during the normal course and scope of an employee's job. In addition, WCI provides weekly compensation for employees who lose time from work and death benefits for employees who die as a result of on-the-job injuries.

Treatment - Employees with serious injuries should be taken to the nearest emergency facility (e.g. South Austin or Brackenridge Hospital) as quickly as possible. An ambulance should be called if necessary. Employees with minor injuries are encouraged to use the St. Edward's University designated treatment facility: Occupational Health Center of Austin, 2171 B. Woodward, Austin, TX 78744, (512) 440-0555. It is open 8 to 5, Monday through Friday and a physician is on call 24 hours a day, 365 days a year.

Reporting - ALL on-the-job injuries, no matter how trivial, must be reported to the supervisor and to the Office of Human Resources at 448-8587. Supervisory personnel who are aware of injuries must also notify the Office of Human Resources. Failure to report injuries in a timely fashion may result in a delay of or ineligibility for benefits.

Absences - When an employee is able to return to work on or before the next regularly scheduled workday after the on-the-job injury was sustained, the employee will not lose any pay or benefit time as a result of the injury. Regular employees who incur additional absences as a result of their on-the-job injury may elect to use benefit time or be placed on leave of absence without pay. Under no circumstances will an employee be permitted to draw WCI weekly benefits at the same time s/he is drawing sick leave or annual leave pay.

Extended Absences - Generally, employees who are unable to return to work, with or without reasonable accommodation, because of medical limitations, within one year of the work-related injury/illness, will be placed on disability retirement.

 

Immigration Reform Control Act of 1986

On November 6, 1989, President Reagan signed into law the Immigration Reform Control Act. This act makes it unlawful to knowingly hire an alien who is not properly authorized to work in the United States. Therefore, all students must submit verification of identity and employment authorization to the Student Employment Office (SEO) before they are hired. Students will not be able to receive a student payroll form unless their eligibility to be employed has been verified. 

NOTE: Students must complete this procedure when they are initially hired as a SEU student employee. They do not need to complete this procedure during subsequent years even though they may be employed in a different position within the university or an off-campus agency approved by the SEO.

 

Summer Employment

On-campus summer employment becomes effective for all students according to the Payroll Office calendar:  May 16th through August 15th. Federal Work Study funding is not available during the summer session.

Student employees hired and paid from SEU institutional (non) funds not enrolled in the summer semester must be preregistered full-time as SEU students in the fall semester to remain eligible for employment up to forty (40) hours per week in the summer.

 

Hours Worked

In the fall and spring semesters, student employees of the University should be restricted to no more than twenty (20) hours of work per week, unless approved by the Cost Center Manager. Federal WS students employed in more than one position in the same semester are also limited to a combined maximum of 20 hours per week. Student employees are not eligible to work overtime hours. No student can work more than 40 hours per week during the fall or spring semesters.

 

Hourly Wage Guidelines

The pay rates for all student employees can be found on all student Payroll forms. The hourly rate of pay is determined by the college credits listed on the form. Supervisors match the credit hours to the appropriate pay rate. Student employees are paid by the hour on a bi-monthly basis. No student employee may be paid by commission, fee, or stipend.

 

Pay Increases

To process a pay increase for a student during the academic year, a new student Payroll Form must be completed with the new rate of pay. Check the Pay Rate box on the Payroll Form and forward to the Payroll Office (Premont Hall Room 136). The payroll period in which the form is submitted will determine the effective date. A pay increase follows a change in credit hours to the next higher level only when a completed payroll form with the revised pay rate is submitted to the Payroll Office. Retroactive pay increases are not allowed.

 

Required Documents for a Student to be Hired and Paid

Payroll Form ­ This form indicates the type of employment and budget number to be hired under. It gives the number of credit hours currently on file with the Registrar’s Office and this number will determine the student’s pay rate. You will need to put in the department’s name, effective date for the change you are indicating (new hire, pay rates, etc.), the correct account number the cost will be charged to, Cost Center Manager’s name and signature, your name and signature. Be sure that the student has signed this for before sending on to the Payroll Office.

W-4 Form ­ Students will receive a W-4 Tax Withholding Statement as a First-Time Employee and at the start of each new employment year in August. This statement should be completed by the student. The supervisor should turn this form in to the Payroll Office along with the Payroll form and first time sheet.

Social Security/Medicare Taxes Exemption Form ­ Students employed on-campus are eligible to have taxes NOT be withheld from their paycheck if the following apply:

  1. They are not a "career/benefit eligible employee" of St. Edward’s University.
  2. They are currently enrolled in at least six (6) undergraduate or four and half (4.5) graduate hours and regularly attending classes at St. Edward’s University

If a student drops below the minimum hours required or ceases attending classes, they will lose their exempt status.

Payroll Payment Option Form and Pay Card Consent Form  Students must elect the Payroll Payment Option Form or the Pay Card Consent Form  for payment of time worked. Read the Employee Payment Option FAQ's for more information about these options.

Web timesheets ­ Timesheets must be accurately completed using the student’s legal name, signed by the supervisor listed on the student Payroll Form and submitted to the Payroll Office (Premont Hall Room 136) at the end of each pay period. The supervisor who signs (approves) the web timesheet is responsible for the accuracy of the information and certifies the student employee worked the reported hours.

 

Student Pay

Student employees are eligible for direct deposit or the pay card option for payment of time worked.  Review the
Payroll Payment Option Form and Pay Card Consent Form section above.  You can also visit the Pay Rate section for information on hourly wage rates for student employees.

 

Changing from Student Employment to Staff Employment

When a student employee is being moved from the student payroll to the staff payroll, the supervisor must request a payroll form and select "termination."  Only the supervisor signature is needed for termination purposes:  it does not require the student employee signature but must be submitted to the Payroll Office. Under no circumstances can a supervisor add a student employee to the staff payroll until formally removing (terminating) the student from student employee status.  Contact the Human Resources and Student Employment offices to begin this process.

 

Background Check Policy and Procedure

A background check is intended to serve as an important part of the selection process when hiring a new student employee in a defined “security sensitive” and retaining a student employee hired after January 1, 2005.

A background check is conducted to promote a safe work environment and to protect our university’s most important assets: the people we serve and the people with whom we serve. It assists hiring authorities in making prudent employment decisions based upon more comprehensive job-related information.  And because the background check may be updated periodically, it also assists the university in maintaining a high-quality workforce.

Prior to employment, a student employee must complete a satisfactory background check. A satisfactory background check is defined as the absence of a criminal history record which bears a significant relationship to the applicant’s or employee’s suitability to perform the required duties and responsibilities of the position.  A prospective student employee is not officially hired until they clear the background check and receive the payroll packet.

Complete the Background Check Consent Form and submit to the Student Employment Office.  Only completed forms will be submitted to a third-party vendor for review and processing.  (Incomplete forms are returned to the hiring supervisor and will delay both the review and hiring process.) Official results are usually available within 5-7 business days and are made available by Human Resources to the hiring supervisor.  The supervisor is responsible for contacting the prospective student employee and referring them to the Student Employment Office to request the payroll packet.

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