Frequently Asked Questions for Student Employee Supervisors

You may post your job opportunity in Workday and it will be available on the MSU Denver Jobs Career site. For more details on posting your position please refer to our “Create Job Requisition” Job Aid

All onboarding paperwork is completed through Workday. Students are required to complete onboarding tasks on workday prior to their start date.

Daily Limits:

• Students may not work more than 8 hours in a day.
• If a student works a 4-hour block of time they get a 15 min. paid break.
• If a student works 5.0 hours or more for the day, they must take a 30 min. unpaid lunch break.

Fall/Spring Semesters:

• Students are limited to 30 hours a week when classes are in session (includes finals week). They can work up to 40 hours the week of Fall/Spring Break and between the semesters.

Summer:

• Students are limited to 30 hours a week when Summer classes are in session. They can work up to 40 hours during the breaks between Spring & Summer Classes and between Summer and Fall Classes.

If the student misses the time sheet deadline, the hours can either be processed as part of retroactivity (Retro) pay or be submitted through a request of a manual payment.

For Retro Pay: The Supervisor can submit and approve the hours from the late timesheet in Workday. These hours will payout in the following pay period.

For Manual Payment Request: The Supervisor will need to submit a manual payment request form to [email protected]. Manual Payments are due to by 5pm on Thursdays for payment on the following Tuesday and on Mondays by 5pm for payment on the following Friday.

• On the request form make sure to complete the following:
  • Appropriate employee type
  • Employee Name and 900#
  • Reason for the check request
  • If it’s for an upcoming payday or a past payday
  • Method of payment – Paper Check or Direct Deposit
• Attach the timesheet(s) for each employee listed with all signatures and Cost Center Information listed.

• Levels 1: Require a Student Employee Performance Evaluation form
• Levels 2 & 3: Require the same as Levels 1 plus the following; an updated position description and a letter of justification/recommendation.
• Level 4: Requires the Pre‐approval Form and would require the same as Levels 2 & 3, plus additional justification which may include proof of certification or grant documents.

Current student employees who are graduating are allowed to work one semester after graduation as a student hourly employee for the department they’ve been working in only, no transferring of departments. They may work up to 30 hours a week unless an exception is submitted.

• Please contact [email protected] about the pending employee separation. The student employment team will be able to provide you further instructions for your employee’s termination.
• You will need to submit a Termination task in Workday for the employee.
• You will then submit an IT Separation Ticket.

This information may be updated in Workday.  Please refer to the Complete Tax Withholdings job aid.

You would need to have the student apply for a Social Security Card. For them to do so, the student needs an offer letter of employment from you, describing what duties they will be performing and that they are limited to 20 hours a week during the semester. The student should then take this over to the International Student Advisor in Academic Advising. The advisor will make sure that the student has the necessary items and will complete the employment authorization for that HR needs. The student will not be eligible to start working until after they’ve received their Social Security Card and completed all the hiring paperwork for HR. Here is the link to the International Student Support site for reference.

In the case of International Students on an F-1 visa, they cannot work on campus after they graduate unless they are on Optional Practical Training and the position is in their major field of study.