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Human Resources Division HR Applications & Services 726 Broadway, 8th Floor New York, New York 10003

Telephone: 212 998 1262 Facsimile: 212 995 4054 Email: hr.solutions@nyu.edu

MEMORANDUM

Date: To: From: Re:

August 13, 2012 All Supervisors Human Resources Services Center (HRSC) Student Employment Guidelines for Academic Year 2013

To ensure a smooth student employment process, please refer to guidelines noted below for the 2012-2013 academic year. Once a hiring decision has been made, the student should as soon as possible: Complete the top portion of the attached HRSC Student Appointment form. Please review for accuracy before approving as this will have an impact on processing time and please communicate any of the below status changes: Identify students who will work during the year and specify appointment end date. Identify Work Study students who will continue working after 08/12/2012. HRSC will process new 118 appointments accordingly. Visit the Wasserman Center for Career Development at 133 East 13 Street, 2 Floor, to complete appropriate registration forms for the academic year and obtain an On-Campus Student Employee Application form which is to be attached to the Student Appointment Form and submitted to Human Resources at 726 Broadway, 8 Floor. Please note: Student employees who have not worked at NYU within the past 3 years are required to complete the federal Employment Eligibility Verification Form I-9. Original copies of acceptable documents to establish identity and employment eligibility must be presented within 3 business days of the employee's start date to comply with federal law. For additional details, please visit www.nyu.edu/careerdevelopment or call the Wasserman Center for Career Development at 212 998-4730. Prepare and complete the attached Notice and Acknowledgement of Pay Rate and Payday Form (Labor Law 195.1) for each appointment that the student will have during the academic year. The Labor Law 195.1 document is time sensitive and should be completed on or before the students date of employment, for each appointment. The form may be obtained from the Hiring Department. The Labor Law 195.1 must be presented to all new employees (including full-time and parttime faculty and researchers, administrators, clerical and service staff, casual employees, student workers, and any other employee who is paid through NYUs payroll) at time of hire, which is defined as the day when the position is officially offered to the employee.
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The Wage Theft Prevention Act specifies that employers must provide the Labor Law 195.1 form in the employees primary language, as long as a form in the primary language is made available by the NY State Department of Labor. The DOL currently provides Labor Law 195.1 forms in English, Spanish, Chinese and Korean. Please contact HR Services for forms in languages other than English. New Labor Law 195.1forms must also be completed for pay rate changes. Rate changes other than corrective actions, should only occur with Finance Officer/HR Business Partner approval, or in accordance with previously determined departmental standards. Important Dates and Information: The 2011-2012 academic year ends August 12, 2012. New students as well as returning students must register at the Wasserman Center for Career Development for the new academic year. Student employees may work within the following periods: Federal Work Study Start Date: August 13, 2012 Stop Date: June 16, 2013 Non-Work Study Start Date: August 13, 2012 Stop Date: August 11, 2013 To avoid delays in payroll processing, the Student Appointment Form, 195.1 Labor Law and Wassermans On- Campus Student Employee Application must be submitted to HR at least one week before timesheets are due. Students may not work more than 20 hours per week when classes are in session; should you have a clear operational need, the HRSC strongly encourages you to seek approval for the additional hours from your HR Business Partner/Finance Officer before scheduling student employees so as not to incur wages in excess of available budget funds. If the FWS student has exhausted his/her earnings limit, please submit an email indicating what chartfield changes you would like HR to make concerning future payroll payments. There is no deadline date to hire Federal Work Study (FWS) students, however, FWS funds continue to be limited and therefore, you should process work-study appointments as soon as possible. The Student Appointment Form, On-Campus Student Employee Application (The Wasserman Form) and the Labor Law 195.1 are all mandatory for new appointments. Failure to submit one or all of the above will delay processing and payment. We appreciate your continued partnership and the opportunity to partner with you on your student employee appointment needs. If you have questions, please feel free to contact us. Sincerely,
Human Resources Services Center Team 726 Broadway, 8th Floor Hotline: (212) 998-1262/Fax:(212) 995-4054 hr.solutions@nyu.edu

STUDENT APPOINTMENT FORM


(ALL HR STRATEGY AND SOLUTIONS CENTER UNITS)
TO BE COMPLETED BY EMPLOYEE: NAME: _____________________________________ (LAST, FIRST) EMAIL ADDRESS: _________________________ ETHNICITY: Hispanic or Latino ___Yes ___No N#_____________________ NET ID: _________

GENDER: Male___ Female___ RACE GROUP: _____________


You may select more than one race A= Asian; B=Black or African American; W=White; N= Native American or Alaskan; P=Native Hawaiian or Other Pacific Islander

TO BE COMPLETED BY SUPERVISOR NEW HIRE REAPPOINTMENT SALARY ADJUSTMENT ACCOUNT CHANGE SEPARATION UNIT: __________________________________

JOB CODE: (PLEASE CHECK ONE) _____ 118 _____ 119

DEPARTMENT: ___________________

JOB TITLE: _____________________________________________________ EFFECTIVE DATE: ______________ HOURLY RATE: ________________

WORK LOCATION: _____________________________________________ SCHEDULE: _____________________________________________________ CHECK LOCATION: _______


PLEASE CHECK IF STUDENT HAS DIRECT DEPOSIT: _____

CHARTFIELD: _____________________________________________________ ACCT. FUND ORGANIZATION PROGRAM PROJECT SUPERVISOR NAME: _______________________________________ EXT.: _____________

SUPERVISOR SIGNATURE: _____________________________________________________ TIMESHEET APPROVER: _____________________________________________________


Please Submit Completed Forms to the Human Resources Services Center at 726 Broadway, 8th Floor or scan documents to hr.solutions@nyu.edu

CHECKLIST:
___ STUDENT APPOINTMENT FORM ___ ON-CAMPUS STUDENT EMPLOYMENT APPLICATION (WASSERMAN APPLICATION) ___ LABOR LAW SECTION 195.1 FORM ___ DIRECT DEPOSIT FORM (PLEASE ENCOURAGE EMPLOYEES TO APPLY)
IF YOU HAVE ANY QUESTIONS REGARDING THE COMPLETION OF THIS FORM, PLEASE CALL HR SERVICES AT EXT.

81262

08/2012

The On Campus Student Employee Application can be completed at http://www.nyu.edu/careerdevelopment/students/oncampus.php This form along with the 1-9 and W-4 must be completed and approved by the Wasserman Center, on or before the start date.