Setting Up Student Tasks

When a student is hired, you will have to set up the student in the desired Task. You can set up a student employee with a hire date up to two pay periods prior to the current one. If the hire date is further back than two pay periods, contact the Student Employment Administrator to assign the hire date.

Note: You must be a supervisor or a payroll representative to set up tasks for students.

Tip! If you need to set up a work-study student in a task, follow the steps listed here. The student’s eligibility for Federal Work-Study makes no difference in how you set up a student task..

Setting up a student in a non-work-study position involves setting the department and team for the student, setting the task defaults for the student, and the project/grant for the task.

Tip! If you need to hire a student at a rate above the range indicated in the Student Employment booklet, contact the Student Employment Office at 609 258-3330.

To set up a student employee:

  1. From either the Approval Summary page or the Employee Summary page, click on Student Tasks in the left (menu) frame to display the Setup Tasks for Students page.
  2. Locate the student you are hiring:
    1. In the Last name field, enter the first few characters of the student's last name. If the name is a common one, you may also want to enter the first few characters of their first name in the First name field.
    2. Click on the Search button to bring up a list of names in the Results window.

      3. All records that match the criteria will be displayed. You can scroll through the list, if needed, to find the one you want.

      Note:If the name in the results box is followed by (WSE), the student is federal work-study-eligible, and a message will pop up when you click on the name. Set the student up in the project/grant you would use for a non-work-study student. The student will be paid from federal funds, not your project/grant. This will be reflected as a charge with a corresponding credit in your monthly statements.

      Tip! If you use a federal project/grant in setting up the student, no work-study reimbursement will occur.

      Note: If the name in the results box is followed by (NWE), the student's record in PeopleSoft is not complete-the student's Status is not active, the I9 is missing, or the personal data on file is not complete-and you will not be able to proceed. Contact the Student Employment Office to update the PeopleSoft record. You will be able to set up the student in a task 24 hours after the student's record has been updated.

      Tip! If the search did not return the name you wanted, click on the Clear button to clear the fields before entering a new search value. If you still can't find the student's name, contact the Student Employment Office to verify that the employee is an active student in PeopleSoft.

    3. Click on the desired name in the Results window. The Last name, First name, EMPLID, and SSN fields will be filled with the data for the selected student.
  3. Assign the department and task:
    1. In the Department(s) field, click on the down arrow to display the list of available departments, and select the desired department.
    2. In the Student Task(s) field, click on the down arrow to display a list of tasks (Grades A through K), and select the desired task.
  4. Click on the Save button to save your entry. You will be prompted to verify that you are sure you want to save.
  5. Click on the OK button to continue the save.
  6. Click on the OK button to continue the setup. The Assign and Maintain Tasks for Students page will be displayed.
  7. Setup the student in the task, and set the defaults:
    1. Values will appear in the Employee Name, EMPLID, Dept. ID, Task, Task Type, and Grade fields. Verify that they are correct.

      2. Tip! If the values are not correct, make sure you have selected the right name-go back to the Setup Tasks for Students page and enter the correct criteria. If the values are still incorrect, call the Student Employment Office.

    2. In the Team field, select the appropriate team from the drop-down list.
    3. If you want the student to enter his or her own time, check the Allow Time Entry checkbox. If this box is not checked, the student's time sheet will be read-only when the student opens it.
    4. If multiple project/grants are assigned to a task, click on the Account Carryover checkbox to select it. This will display all project/grants assigned to the task on the time sheet for this employee.
    5. In the Start Date field, enter the date when the employee will start work in m/d/yyyy format, or click on the Calendar Date Picker button to display the current month.
      • If the start date is in the current month, click on the day the employee will start.
      • If the start date is not in the current month, use the arrow buttons ( and ) to move forward or backward one month at a time. When you locate the desired month, click on the day the employee will start.

        Note: You can assign a retroactive start (hire) date up to two pay periods prior to the current pay period. If the hire date is earlier than that, contact the Student Employment Administrator for assistance. You will not be able to proceed with the task setup until the hire date is entered.

    6. If the position has an end date, enter it in the End Date field, in m/d/yyyy format, or select the date using the Calendar Date Picker, as described above for the Start Date. If the position does not have an end date, leave this field blank.
    7. In the Task Description field, you can leave the default value, or type a more meaningful position title, and press the Tab key.

      8. When you press the Tab key, the Effective Date will be filled in using the Start Date value, and the Hourly Rate values will be listed.

    8. Click on the desired hourly rate to select it.
  8. Click on the Save All button to save the task assignment. The following message is displayed:
  9. Click on the OK button. You will be returned to the completed Assign and Maintain Tasks for Students page. If the task is new, follow the directions in "Setting the Default Project/Grant for a Task" to set the default project/grant for the new employee.