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Financial Aid

 

Student Employment

University Employer Information and Forms


​Our forms are in Adobe PDF format so you'll need Adobe Reader to view, complete, and print the forms.

General Employer Information​

All on-campus Un​iversity employers must read, be familiar with, and abide by the Student Employment Policies and the On-Campus University Employer Responsibilities sections of the Student Employment Handbook. All employers must ensure every student hired has read and understands the Student Employment Policies and Student Employee Information and Policy sect​ions of the Student Employment Handbook.

It is the responsibility of employers to work with a student and come up with a reasonable schedule that meets the employer’s needs along with the student’s academic needs. There will be times during the semester (i.e. midterms and finals) where student’s schedules may need to be adjusted. Planning ahead of time will help reduce the inconvenience to employers.

All employers and/or departments must maintain, and are responsible for keeping student employee personnel files on-site, and up-to-date. These personnel files should include the following documentation for each student employee hired:

1. Co​​py of P​ersonal Information Worksheet 6. Copy of all student Class Schedules
2. Copy of Emergency Contact Worksheet 7. Copy of all signed Timesheets
3. Copy of Background Disclosure and Authorization
Form, 
with a copy of Approved Background Check
email from HR

8. Any student Performance Evaluations
4. Copy of signed Letter of Offer 9. Any student performance warnings
5. Copy of student Job Description​

Work-Study Student Employees Only: Any earnings over a student’s work-study award will be paid at 100% by the employing department. The Student Employment Office will attempt to notify departments and employers when their students are running out of funds; however it is ultimately the students and supervisors responsibility to keep track of work-study earnings and awards throughout the semester. Furthermore, it is the sole responsibility of the student to be aware of possible funding and status changes, along with any work-study award reductions to their Financial Aid throughout a semester. It is also the sole responsibility of the student to immediately inform their supervisor of any changes which can affect their work-study award and employment eligibility.​

Hiring Student Employees

To obtain a healthy pool of students from which to select, it is the recommendation of the Student Employment Office that employers develop and post a Job Announcement to the University of Colorado Denver │Anschutz Medical Campus Student Job Board. Employer must first create a login and profile to complete Job Announcements. To do this, please visit the link below and register your department/organization.

https://www.myinterfase.com/ucd/employer/

After registering and completing a Job Announcement, employers can manage, delete, or edit postings at any time by logging back in to the Student Job Board system. Employers can find the Job Board for re-login and management on the Student Employment webpage at: ucdenver.edu/finaid/studentemployment.

After the interviewing process has concluded and a student employee has been selected, employers must provide the proper hiring paperwork (below), to complete the hiring process. In the case of employers hiring Work-Study students, the employer must collect proof of a student’s Work-Study award (provided by the student), before the student can officially be hired. If a student fails to provide this information in a timely manner, the employment opportunity may be revoked by the employer.

IMPORTANT: Student Employee Background Check Policy

All student employees are subject to the University's background check policy, and must complete the University of Colorado Background Disclosure and Authorization form. Students will not be hired until the Background check has been completed and the hiring authority has received results from Human Resources. For further information, please see the University’s Administrative Policy Statement.

On-Campus Student Employment Hiring Paperwork:

1. Personal Information Worksheet (2 pages) 4. IRS W-4 form (2 pages)
2. Emergency Contact Worksheet (1 page) 5. Direct Deposit form (1 page)
3. Federal I-9 form (5 pages) 6. University Background Check form (3 pages)

To properly setup new student employees in HRMS, and avoid delays in HR and Employee Services processing, University employers should review all paperwork and documentation carefully.

New Hire Paperwork and Instructions

​​Form Instructions
Personal information Worksheet (2 ​pages XLS) Needed to enter employee information into HRMS.
Original to be kept in Employee's Personnel File.
Emergency Contact Worksheet (1 page XLS) Needed to enter employee information into HRMS.
Original to be kept in Employee's Personnel File.
Federal I-9 Employment Eligibility Verification (5 pages PDF) Complete employer sections, verify supporting documentation (see page 9 of form), and mail original I-9 Form and supporting documentation to:
University of Colorado Denver | Anschutz Medical Campus
Human Resources
I-9 Department
Campus Box: A005/130
Affirmation of Legal Work Status (3 pages PDF) Original to be completed and mailed with I-9 Form and I-9 Supporting Documentation to:
University of Colorado Denver | Anschutz Medical Campus
Human Resources
I-9 Department
Campus Box: A005/130
​​IRS Form W-4 (2 pages PDF) Ensure the form is completed correctly and signed by employee, and mail original W-4 Form to:
University of Colorado – PBS
1800 Grant St, Suite 400
Denver, CO 80203
Campus Box: 400 UCA
Direct Deposit Authorization (1 page PDF) Ensure the Form is completed correctly, a Voided Check or other Direct Deposit Documentation is attached, then mail original Direct Deposit Form and Documents to:
University of Colorado – PBS
1800 Grant St, Suite 400
Denver, CO 80203
Campus Box: 400 UCA
University Background Disclosure and Authorization Form (3 pages PDF) Complete and submit to Student Employment
Address/Phone/Email Change Form (1 page XLS) Only required if Employee needs to update their contact information in HRMS after initially being hired.

*The Student Employment Office recommends that all forms be completed and submitted before employers submit background check to HR*

Additional Forms and Information

  1. 2014-15 Bi-Weekly Payroll Calendar (pdf)
    Bi-Weekly Payroll Calendar for all student employees including student hourly and work-study
  2. 2014-15 Student Employment Handbook (pdf)
    The Student Employment Policies and information
  3. Student Job Class Descriptions (pdf)
    The student employee job descriptions for each class and pay range
  4. Student Evaluation Form​
    Form to help evaluate student employees within university departments
  5. 2014-15 Work-Study Tracking Spreadsheet (xls)
    Spreadsheet for supervisors track work-study award earnings for work-study employees
  6. Student Employee Pay Matrix (pdf)
    The minimum and maximum pay rate for each job class
  7. SEO Notice of Separation (pdf)
    Form to submit to the Student Employment office when a student has been terminated

HRMS Student Employee Setup Guide

The below links are step by step guides provided by Employee Services for student employee setups in HRMS, including both Work-Study and Hourly positions. These are only the basic links needed to guide employers through student employee setups. To find all other step by step guides that may be needed, please go to:

PLEASE NOTE: When hiring a student employee who has previously worked for the University, the employer must check all HRMS job records to verify that the student has been terminated or inactive for less than 90 days. If the student has been terminated or inactive beyond 90 days, the student must resubmit a Background Check, Direct Deposit form, W-4 form, and update their address (if needed).

Time Entry Regulation

Supervisors of students are responsible for facilitating time collection within their departments through the Departmental Payroll Liaison (PPL). Students must complete bi-weekly time records listing time in and time out for each day worked. Students are to be paid only for hours worked. You cannot pay a student for anticipated hours. Supervisors must review the time record for accuracy to verify that the student is reporting the correct time.

Work-Study Only: Supervisors and students CANNOT hold hours if they are waiting for a work-study award. Students must be paid hourly, until the date work-study has been awarded.

Supervisors and students must adhere to the time collection deadlines and facilitate time collection with the department Payroll Liaison (PPL). Time collection deadlines are available on the Employee Services Payroll Calendar.

Employers and students may also refer to the Student Employment Bi-Weekly Payroll Calendar for pay period beginning/end dates, student pay dates, along with work-study beginning/end dates for each semester.

Student employees are too be paid only for hours worked, and may not include anticipated hour on a timesheet. If a student employee is found to be intentional forging hours (hour not actually worked), this will be considered grounds for immediate termination.

State Procedure P-3-35 states “Time worked must be recorded in 15 minute units (round to the nearest quarter hour); i.e. *15 minutes = .25 of an hour *30 minute = .50 of an hour *45 minutes = .75 of an hour

Example: If a student punches in at 7:11 you should round the time to 7:15 and they left at 4:25 –round the time to 4:30. Using these rounded figures, the student worked 9.25 hours for the day.

Time Entry Regulation

Supervisors of students are responsible for facilitating time collection within their departments through the Departmental Payroll Liaison (PPL). Students must complete bi-weekly time records listing time in and time out for each day worked. Students are to be paid only for hours worked. You cannot pay a student for anticipated hours. Supervisors must review the time record for accuracy to verify that the student is reporting the correct time.

Work-Study Only: Supervisors and students CANNOT hold hours if they are waiting for a work-study award. Students must be paid hourly, until the date work-study has been awarded.

Supervisors and students must adhere to the time collection deadlines and facilitate time collection with the department Payroll Liaison (PPL). Time Collection deadlines are available on the Employee Services Payroll Calendar.

Employers and students may also refer to the Student Employment Bi-Weekly Payroll Calendar for pay period beginning/end dates, student pay dates, along with work-study beginning/end dates for each semester.

Student employees are too be paid only for hours worked, and may not include anticipated hour on a timesheet. If a student employee is found to be intentional forging hours (hour not actually worked), this will be considered grounds for immediate termination.

State Procedure P-3-35 states “Time worked must be recorded in 15 minute units (round to the nearest quarter hour); i.e. *15 minutes = .25 of an hour *30 minute = .50 of an hour *45 minutes = .75 of an hour

Example: If a student punches in at 7:11 you should round the time to 7:15 and they left at 4:25 –round the time to 4:30. Using these rounded figures, the student worked 9.25 hours for the day.

Student Employee Termination

Students are ‘at will’ employees; this means the hiring department can terminate a student at anytime. Student employees may also be terminated for performance related or disciplinary reasons, such as:

  • Lack of performance or attendance
  • Falsifications of timesheets
  • Releasing of restricted information
  • Theft
  • Unauthorized or fraudulent use of equipment and/or property
  • Violation of University policies and procedures

The Student Employment Office recommends that your department develop a termination policy and communicate it to your employees upon hiring.

At the time of termination, employers must immediately inform Employee Services of the student termination and request, within 6 hours, a hand drawn check to be processed for the hours worked by the terminated student. You can find the Handdrawn Warrant Request form Here. Please make sure that the student has completely filled out his/her time sheet, including signature, for the hours worked during the pay period at the time of termination.

PLEASE NOTE: Student Retirement

Federal law requires that students must be enrolled for a minimum of 6 credit hours (graduate student minimum 3 credit hours) for the term in which they are employed to be exempt from the Colorado Student Retirement Plan. The only exception to this Federal law is that any student working in the semester/quarter in which they will graduate, are not held to the above minimum credit hour requirement.

Please contact CU Employee Services at (303) 860-4200 with any questions, or visit the Student Employee Retirement for more information about the Student Retirement Program.​​​​​​​​​​

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