Compliance

Baylor Career and Professional Development has established an Office of Student Employment to centralize and streamline student employment functions and processes for student employees and supervisors. While the Office of Student Employment will serve as a single point of contact and resource for both students and supervisors, Financial Aid, Human Resources, and Payroll will remain key partners with the office.

We want to take the time to remind university faculty and staff of Baylor’s commitment to compliance with federal and state regulations that govern student employment, including the Federal Work-Study Program. It is the University’s practice to adhere to applicable employment laws, policies, and procedures for all student employees including those in the Federal-Work Study Program and not in the program. It is imperative to comply with the requirements outlined below in preparation for hiring student workers.

You are encouraged to have your potential student employees use the student employment checklist as an onboarding guide. As you and your office prepare to hire student employees it is important to comply with the following requirements:

1. Approval for Work & Compensation: The Student Financial Aid office reviews each student’s eligibility for work as regulated by the U.S. Department of Education. Students may not begin work until a supervisor receives the required approval from the Financial Aid office. Students must be compensated at least minimum wage ($7.25 per hour), and the wage rates should be based on skills to perform the job, local market rates, similar compensation for on-campus jobs, and in compliance with federal, state, and local laws. Questions on how to set the pay rate for your student employees may be directed to the Office of Student Employment.

2. Form I-9 & Eligibility for Work: Before a student employee reports for the first day of work, including orientation or training, the student must complete section one the Department of Homeland Security’s Form I-9 online, then present acceptable original forms of identification (unexpired) for proof of eligibility to work. Students may present their identification to either the Office of Student Employment in the Baylor University Career Center or Human Resources to complete section two of this form. Baylor uses an online system exclusively for this purpose. The Center for Global Engagement provides resources to international student employees to manage their work eligibility status and deadlines.

3. Form W-4: Before reporting for the first day of work, including orientation or training, students must complete the IRS required Form W-4 for income tax purposes. The Payroll Office may be able to offer general assistance with questions regarding this form, but the student is ultimately responsible for tax deductions and may wish to seek guidance from a parent, guardian, or accountant. Students may complete this form or submit it to the Office of Student Employment, Human Resources, or Payroll Office.

4. Job Descriptions and Monitoring Work: Each student employee position should have an accompanying job description, which articulates roles, responsibilities, and skill sets necessary to perform the work. The job description serves not only as a tool to meet Federal Work-Study Program requirements but is also a best practice to establish articulated expectations between the student and the supervisor. The Office of Student Employment will be collecting all job descriptions to both meet record retention requirements and also establish and maintain a database of student jobs going forward. Common student employee job descriptions are maintained by the Office of Student Employment. If you or your department need assistance creating or revising a student worker job description, please reach out to the Office of Student Employment.

The supervisor's responsibilities for the student employee’s work should include but are not limited to, limiting student work hours to the number approved and ensuring student work duties are limited to only those assigned by the supervisor and in accordance with the job description and as part of Baylor official functions. Almost all students are limited to working no more than 20 hours a week by Baylor policy. If University policy is violated and a student works over 20 hours per week, Federal regulations require the University to collect the exact hours worked and pay the student for those hours. To prevent violation of overtime wage laws and in accordance with policy, students who work are working during periods of non-enrollment are not permitted to work more than 40 hours a week. For questions concerning job duties or work hours, please contact the Office of Student Employment.

5. Recording & Submitting Timecards: To provide accurate and timely payment to student employees, supervisors are responsible for guaranteeing that student employees timely report all actual hours worked to the Payroll Office via BearWeb per established deadlines. Students may not “volunteer” for hours for their assigned duties. As hourly wage employees, students are classified as “non-exempt” employees as defined by the Fair Labor Standards Act, requiring all hours to be recorded and paid.

Student employees are required to complete and submit their timecard via BearWeb to their supervisor no later than midnight on the Monday following the end of the pay period. Supervisors are required to verify and approve the timecard report by Tuesday at noon of that week. Timecard submission deadlines for students and supervisors’ calendars may be found on the Payroll Office website.

It is important that the hiring manager and the student employee have a mutual understanding of the terms of the employment start/end dates and rate of pay. Supervisors must determine start dates that allow enough time for review and processing of required paperwork mentioned above prior to the student beginning work. Following these rules assists Baylor with compliance of applicable federal and Texas Pay Day Law.

6. Work Place Performance and Concerns: Concerns with a student employee in the workplace or work performance issues should be reported to the Office of Student Employment. Issues regarding claims of discrimination or equal employment opportunity should be reported to Human Resources, while issues of sexual or gender harassment/discrimination should be reported to the Title IX Office. Supervisors are mandatory reporters to HR/EEO for discrimination concerns under BU-PP 028a.

For additional information on student employment, please contact student employment at Student_Employment@baylor.edu or 254-710-4100.

Our students gain valuable experience through the jobs they perform across campus, equipping them with skills and abilities that will prepare them for future employment. We appreciate all that you do investing in the lives of our students to make these meaningful employment experiences.

This document/website does not, and other associated documents or websites,  establish or extend any contractual rights to student employees. All student employees are “at-will” employees.