Summer 2024 Undergraduate Student Payroll Processing
Outstanding Fall appointments (09/03/23 - 05/18/24)
Rapid Student Hire (RSH) templates for for Academic year student appointments will no longer be available after Monday, May 6, 2024. May 6, 2024, is your last day to data enter these appointments.
After 5/6/24, if you still have to appoint a student for work performed from 9/3/23 to 5/18/24, you must complete a Student Personnel Action Form (SPAF) and upload it to Human Resources or deliver it to Tami O’Malley at the Human Resources Employee Service Center in room 325 Whitmore Administration Building. (If student never worked on campus before see Hiring a Brand-New Undergraduate Student Employee.
All current Academic year appointments will end on Saturday, May 18, 2024.
Summer 2024 student employment information(5/19/24 to 8/31/24)
The Rapid Student Hire (RSH) templates for summer will be available for data entry on Wednesday, May 8, 2024.
The Hire Template will default in the summer appointment dates.
When you insert a new row (+), please change the begin date and/or end date of each appointment as necessary based on each specific position.
All summer appointments must end by Saturday, August 31, 2024 (work-study and non-work study).
The minimum hourly wage is currently $15.00.
Processing procedures
Important: Student Personnel Action Forms should be delivered to Tami O’Malley in Room 325 Whitmore Administration Building or uploaded using this link.
After you have the hire packet in your possession, use Rapid Student Hire (RSH) to create summer appointments, selecting either SNWS (Summer Student Non-Work Study) or SWS3 (Summer Work Study) as the Hire Template.
For all new student hires (never worked on campus before) you must have their completed Undergraduate Hire Packet in hand (including original I-9 form) before processing their hire.
The RSH process cannot be used to create appointments under any of the following circumstances.
- If the hourly rate is more than $18.00 per hour. A brief description of the job duties is required on the bottom of the SPAF or attached. All appointments with an hourly rate more than $18.00 should be scanned and emailed directly to: Paula Wetherby (email: wetherby [at] finaid [dot] umass [dot] edu (wetherby[at]finaid[dot]umass[dot]edu)). The Student Employment Office (SEO) will review the job description and if approved forward the SPAF to HR for processing.
- If the individual shows on “Review FERPA Display” with an EmpID, but “Employee” is not checked, this means they have never had a job at UMA (they may have a Contingent Worker or Person of Interest record, but never hired as an employee).
- The individual being hired is a graduate student, Contact the Graduate Assistantship Office (GAO) for their forms. All graduate hourly appointments must go directly to the GAO, 517 Goodell Building. GAO will send to HR if approved for processing.
- Summer Student Contract (SSC)
- Student is not a U.S. Citizen: If RSH gives you any type of a VISA error message, this person was not a U.S. citizen when they applied to the University. Please review the International Employee Information also included with this email.
If you are unable to hire your new domestic student employee using RSH; complete a Student PAF staple it to the top of the entire New Student Hire Packet (forms only) REMEMBER you still need to send the original I-9 form (section 1 completed by student, section 2 completed by you, and copies of the doucment(s) used to complete section 2) to Student Payroll, Tami O'Malley, 325 Whitmore Admin. Bldg. We are unable to process the hire into HR Direct until we have all necessary documents in our possession including the original I-9 form with copies of supporting documents.
Required Documentation
If an employee is brand new or has had a break in service of a year or more see Hiring a Brand New Undergraduate Student Employee for more information.
The employing department is responsible for receiving, reviewing, and forwarding the completed new employment forms for all U.S. citizens to Human Resources within 7 days after processing the appointment on RSH.
The department will be notified if any documents are missing or incomplete and they will be responsible for having them redone and resubmitting them to HR, 325 Whitmore.
All paperwork must be in HR by the Pay Friday before an employee’s start date in order to ensure timely payment (sooner is always appreciated).
Previous Employment
- Students who have been off payroll for more than 17 weeks should complete a new Direct Deposit form. (Note: summer break is 16 weeks so if the student worked through the end of spring, is returning for the first part of fall and has not changed their bank, no new forms should be needed.)
- Students who are planning on, or have already, changed banks should notify Central HR immediately(before closing their bank account) by updating their direct deposit information online (while active employee) or completing a new Direct Deposit form.
- Students may choose to adjust their withholding allowances if they claimed Student Exemption from Federal Taxes in 2024 and have not yet re-filed for that exemption in the current academic year. They may update the information in HR Direct once they are an active employee or submit new tax forms to Central HR.
- Students need to notify Central HR of any change in address, while active employees they may update the information in HR Direct themselves. Updates made in SPIRE or Sprintax do not update HR Direct.
Additional Information
Please remember to include the following information when submitting an SPAF:
- HR Direct EmpID: if they have never worked on campus and you are unable to hire via RSH please enter their Spire ID (to make sure we hire the correct student for you)
- Rec #: enter this for changes to an existing employee record i.e. change of funding or pay rate change (leave empty for brand new employees, or those new to your department). This is not the same as Seq # from the RSH panel. The Rec # for active student employees can be found on active Timesheets, Job Data or Review FERPA Display panels.
- Begin and End Date of appointment.
- Department Information(Dept Name and HR Dept ID) Please note the HR Dept ID format is A####00
- HR DeptID may be different from the DeptID connected to the chart string of who is paying the wages. HR DeptID tells us what HR department will be reporting the hours it may not be as the same as who pays the wages.
- Appointment Type (Non-Work Study, Work Study or Student Contract)
- HR Account Code (aka HR Combo Code, who is paying the wages)
- Hourly Rate (or Biweekly rate for contracts only)
- Mail Drop ID, 8 characters long (AKA Check Distribution Code, and is still required)
- Appropriate Signatures (Dept. Head, Appointing Authority, PI)
- Contact Information of person preparing the form (Name, E-mail, Phone)
Work Study Information
If you are submitting a student work-study SPAF, email it directly to Paula Wetherby (email: wetherby [at] finaid [dot] umass [dot] edu (wetherby[at]finaid[dot]umass[dot]edu) ). Once approved, the Student Employment Office (SEO) will forward it to Human Resources for processing.
Please keep in mind that it is a Federal regulation to maintain accurate weekly timesheets of all hours performed using work-study awards. Weekly timesheets must be signed by both the student employee and supervisor.
Helpful Resources
- HR Direct Job Aids (How active employees can change direct deposit, taxes, address, etc.) HR Forms webpage (Scroll down alphabetically to find these most recent documents) Student Personnel Action Form
- Undergraduate Hire Packet
- Find more student employment information on this SEO Office webpage On Campus Employers.
Frequently Used Acronyms
- ASC – Academic Student Contract
- GAO – Graduate Assistantship Office HR – Human Resources
- RSH – Rapid Student Hire
- SEO – Student Employment Office
- SPAF - Student Personnel Action Form (SPAF)
Contacts by Topic:
- Student payroll processing
Tami O’Malley Phone: 413-545-6120
Email: tomalley [at] umass [dot] edu (tomalley[at]umass[dot]edu)
- Student time reporting
Time and Labor Phone: 413-545-0391
Email: timeandlabor [at] umass [dot] edu (timeandlabor[at]umass[dot]edu)
- Work-study
Paula Wetherby
Email: wetherby [at] finaid [dot] umass [dot] edu (wetherby[at]finaid[dot]umass[dot]edu)
- Sprintax (International Employees)
Jessica Guernsey Phone: 413-545-7743
Email: guernsey [at] umass [dot] edu (guernsey[at]umass[dot]edu)
- Graduate Student Hourly forms
Graduate Assistantship Office
517 Goodell Building
Phone: (413)-545-5287
Email: gradappt [at] grad [dot] umass [dot] edu (gradappt[at]grad[dot]umass[dot]edu)