福利小视频

I-9 Employment Eligibility Compliance

Supervisors – please remember the employer (Colorado State University 福利小视频) must ensure that each employee completes Section 1 of Form I-9 by their first day of work for pay. Employees may complete Section 1 any time between accepting a job offer and the first day of work for pay.

Review acceptable identification documents on the , and remind students to bring original documentation to Student Financial Services to complete their I-9 and W-4 before an employment referral is finalized.

Student Employment Start & End Dates

Student employment periods follow the academic calendar. Please ensure hiring paperwork, referrals, and timesheets align with these dates:

• Fall 2025: August 1 – December 31
• Spring 2026: January 1 – May 16
• Summer 2026: May 17 – July 31

Dates are subject to change based on university policy and payroll schedules. Departments should verify deadlines each term with Student Financial Services and Human Resources.

Allocations

Allocations for work-study positions are contingent upon available funding. To request allocations for your department, you must submit an Allocation Request Form. Student Financial Services (SFS) will notify departments when requests are available to submit.

• Allocations are established for both the fall and spring semesters. Indicate the desired number of positions for each semester on the request form.
• Once total allocations are determined, the distribution of positions within your department is managed by the department, not SFS.
• Summer allocations are determined in April and depend on remaining federal funds from fall and spring. Summer requests are submitted on a separate Allocation Request Form.

Job Categories & Descriptions

Categories, descriptions, wage levels, and definitions are listed below for your convenience. Please use these as a resource when creating new postings or modifying existing ones.

Wage Rates & Definitions

Supervisor Responsibilities

Supervisors are responsible for ensuring compliance with university, state, and federal regulations related to student employment. Review these responsibilities carefully each year and acknowledge them in AIS before managing student employee positions.

• Acknowledge in AIS that you have read the Policies & Procedures for Supervisors of Student Employees before making updates in Student Employment.
• Update and maintain your department's job descriptions and obtain approval to announce positions (CRA may be required).
• Confirm that potential student employees are actively enrolled in at least six (6) credits per semester.
• Verify work-study eligibility in PAWS or confirm with Student Financial Services if uncertain.
• Screen and interview applicants and generate a Student Employment Referral in AIS upon offering employment.
• Ensure students complete I-9 and W-4 documents before submitting referrals and that SFS has approved referrals before work begins.
• Have each student sign a Student Employment Acknowledgement defining job expectations.
• Review time records for accuracy and ensure students log in and out each day.
• Confirm weekly that student employees do not exceed 20 hours per week (workweek begins on Saturday).
• Approve and submit time to Payroll by published deadlines. Late timesheets will delay student paychecks.
• Obtain documentation from professors if students work during canceled or shortened class periods.
• Authorize work beyond regular university hours only with prior approval.
• Monitor student earnings; departments are charged for any wages exceeding the student’s work-study award.
• Conduct evaluations annually or upon termination using the Student Employment Performance Evaluation Form to close out contracts.

Hiring & Timesheet Guidelines

Supervisors must ensure all student hiring, job posting, and timesheet processes follow university policy and payroll deadlines. Please review the following key points before hiring or approving hours:

• Posting Jobs: All new or modified job descriptions must be submitted and posted through AIS (Applicant Information System).
• Payday: Student hourly, work-study, and temporary hourly employees are paid on the 15th of each month. If the 15th falls on a weekend, payday will be the preceding Friday.
• Timesheet Deadlines: Hours are due by 5:00 p.m. on the third working day of the following month. Example: March timesheets are due by April 3.
• I-9 & W-4: Students must have their I-9 and W-4 forms completed before submitting an employment referral. Ensure they bring the required documents to Student Financial Services.

For detailed steps on the student employment process, please review the Student Employment Supervisor Work Flow guide available through Student Financial Services.

For questions about postings, referrals, or timesheet submissions, contact financialaid@csupueblo.edu .

Supervisor Forms & Resources

The following forms and guides support the hiring, supervision, and evaluation of student employees. All documents are ADA-accessible and open in a new tab.

Stipend Position Reclassification

Paying students an hourly wage is more appropriate than providing a stipend when they are performing tasks or services that directly benefit the institution. IRS and labor regulations require that compensation for work performed be treated as wages, with appropriate tax withholdings and reporting.

A stipend is a fixed sum of money provided to support attendance or participation in educational programs, workshops, or projects. Stipends are not payment for services rendered and are not tied to an employer–employee relationship. According to IRS regulations, payments made in exchange for services are considered wages and must be treated as such.

Position Types

• Stipend (via SFS): For positions that do not require specific services in exchange for payment (e.g., research fellowships, certain 3+2 positions that are not GTA/GRA).
• Hourly (includes work-study): For positions that require tangible hours worked with an expectation of service.
• Hourly/Stipend Hybrid: For roles with an hourly component plus a stipend to defray other costs (e.g., on-call duties).
• Graduate Teaching Assistants (GTAs): Hired through Human Resources; graduate-level students who assist in teaching or related instructional duties.
• Graduate Research Assistants (GRAs): Hired through Human Resources; graduate-level students who assist with research related to their academic program.

For stipend position review and reclassification, please complete the .