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Student Work Study Overtime Notification

Student Work Study Overtime Notification

This article explains the steps necessary to address a student with a work study position who has worked over the max amount of hours allowed by the University.

 Instructions

Needed Resources:

In the finishing steps of processing payroll an XOTR: Multi-Position Overtime Report will be ran. The XOTR report will be saved to the Biweekly Payroll Reports folder in the appropriate pay week.

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The Payroll email inbox will receive an email containing a scheduled report every Monday from IT titled “Pay-Hours worked by Students-International Flag” listing hours worked for the week with International students at the top.

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  1. You may use either report to gather the informaiton needed, or you may compare both reports for accuracy. The maximum hours to be worked for a workstudy position allowed by the University are 29 hours per week for Domestic students and 20 hours per week for International students.

  2. If there are any students over the max hours allowed limit, you will need to add them to the tracking sheet to try and identify repeat offenders. The tracking sheet is located on the S drive, under Student Employment, labeled “Hours worked by Students Over Weekly Max Tracking”.

  3. You will need to send an email to the student and CC their supervisor(s). Some students have multiple supervisors and they will need to work together to help keep the student within their hours limit.

Sample Email for International Student:

It has come to our attention that you worked over the maximum amount of 20 hours per week during the last pay week ending (pay date xx/xx/xx). University policy states that you are only allowed to work up to 20 total hours per week as an International student employee.  We are copying your supervisor(s) so that you can work together to ensure you do not go over again. We understand that the overage may be due to you covering an extra shift, but please be more careful not to exceed your 20 hours limit.  If this becomes a reoccurring issue, further action may be necessary as you may become ineligible for your work study position.  The maximum hours per week is a federal regulation and working in excess of the maximum number of hours is a violation of your legal status which may result in the loss of your ability to work in the U.S.

 

Sample Email for Domestic Student:

It has come to our attention that you worked over the maximum amount of 29 hours per week during the last pay period (pay date xx/xx/xx). University policy states that as a student employee, you are only allowed to work up to 29 total hours per week.  We are copying your supervisor(s) so that you can work together to ensure you do not go over again. We understand that the overage may be due to you covering an extra shift, but please be more careful not to exceed your 29 hours limit.  If this becomes a reoccurring issue, further action may be necessary as you may become ineligible for your work study position.