Student Employment Actions

The SSO HR Unit processes several types of Student Employment and Salary Actions:

Work Study

Work Study is awarded by Financial Aid to students on a fiscal year basis, based on financial eligibility and availability of funds. More information regarding work study is provided by the Financial Aid office on the What You Need To Know About Work Study page. It includes information regarding hiring an undergraduate with work study as well as hiring a Graduate Student Researcher (GSR) with work study.

Prior to submitting a request, the supervisor must complete an online Work Study Eligibility Letter Request from Financial Aid. Once the Eligibility Letter is received in the department, the supervisor should update and sign the letter.

Once SSO Payroll receives the request, information on the letter will be validated, completed and forwarded to the Work Study Office. PPS and student timesheets will be updated as appropriate.

Turnaround time is approximately 5-7 business days.

To submit a request for processing:

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request Type:
  4. Funding Changes/Payments/Workstudy, next
  5. Select an Employee Type: Student
  6. Select a Request Type: Workstudy
  7. Attach Workstudy Eligibility Form(s).
  8. Complete the remainder of the request.
  9. Submit

Hint:

  • For multiple employees, please submit one case, attaching Workstudy Eligibility Forms for all employees. Notate in case to see attached forms.
  • Please include employee ID numbers whenever possible.

Student Longevity Increase

Student longevity increases, up to $.25/hr. may be granted once every 12 months.

To be eligible, the student must have completed three "consecutive" quarters of part-time work or one quarter of full-time work, with satisfactory performance, in the same department. Any work during the quarter qualifies as a full quarter for this purpose. Summer Sessions I/II are considered one quarter. A break in service of one quarter or for the summer does not interrupt longevity.

To ensure your request is processed in a timely manner:

  • Please submit your request in advance of the effective date of the increase
  • Departmental approval must be obtained prior to submitting the request.
  • Increases are typically effective at the beginning of a bi-weekly pay period

For a complete summary of information, please visit Student Employee Pay Plan PPSM 3 Exhibit B.

To submit a longevity increase for processing:

From the AggieService Community Portal, please follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request Type: Funding Changes/Payments/Workstudy, next
  4. Select an Employee Type: Student
  5. Select a Request Type: Longevity Increase
  6. Complete the appointment details on the remainder of the document, including appointment numbers.
  7. Submit

Hint:

  • For multiple employees, please submit one case, attaching a spreadsheet with all needed information, including employee ID numbers. Notate in case to see attached spreadsheet.
  • Note: Please include employee ID numbers whenever possible.

Student Special Recognition Increase

Student Special Recognition Increases, up to $.50/hr. may be granted once every 12 months.

If granted, the amount of the increase will be based solely upon quality of performance. Please visit Student Employee Pay Plan PPSM 3 Exhibit B for complete information.

To submit a student recognition increase for processing:

  1. From the AggieService Community Portal, follow the instructions below:
  2. Click on Submit a Case.
  3. Select a Topic: Payroll
  4. Select a Payroll Request Type: Funding Changes/Payments/Workstudy, next
  5. Select an Employee Type: Student
  6. Select a Request Type: Special Recognition Increase
  7. Complete the remainder of the request.
  8. Submit

Hint:

Note: For multiple employees, please submit one case, attaching a spreadsheet with all needed information, including employee ID numbers. Notate in case to see attached spreadsheet.

Note: Please include employee ID numbers whenever possible.

Student Appointment Extensions

Existing non-academic student appointments can be extended with departmental approval.

If the student employee is inactive in PPS, please contact the SSO Service Desk

Please visit UCD Procedure 3, Exhibit A for complete information.

To submit an extension for an existing appointment:

From the AggieService Community Portal, follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request: Appointment Changes/Separation, next
  4. Select an Employee Type: Academic, Staff or Student
  5. Select a Request Type: Appointment Extension
  6. Complete the Appointment Extension Details, including the appointment number and the remainder of the document.
  7. Submit

Hint:

  • For multiple students, please submit one case, attaching a spreadsheet with all needed information, including employee ID numbers. Notate in case to see attached spreadsheet.
  • Please include employee ID numbers whenever possible.
  • Extensions for academic student employees (e.g., Graduate Student Researchers, Tutors, Readers) must be submitted using the Recruitment option under the Human Resources topic, the Recruitment/Position Management request, choose Student, and then the Recruitment request.

Summer Compensation

The following information is needed to process summer compensation:

  • Name
  • employee ID
  • title code
  • title
  • percentage for each month
  • dates
  • account
  • dos code
  • summer salary monthly rate.

From the AggieService Community Portal, follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request Type: Funding Changes/Payments/Workstudy, next
  4. Select an Employee Type: Academic
  5. Select a Request Type: Summer Compensation
  6. Complete the remainder of the request.
  7. Submit

Hint:

  • For multiple employees, the client can submit one case with an attached spreadsheet.

Merit/Promotion

Department approvals are necessary for both Merit and Promotion actions. Please include employee ID numbers whenever possible.

From the AggieService Community Portal, follow the instructions below:

  1. Click on Submit a Case.
  2. Select a Topic: Payroll
  3. Select a Payroll Request Type: Funding Changes/Payments/Workstudy, next
  4. Select an Employee Type: Academic
  5. Select a Request Type: Merit/Promotion
  6. Select Type of Change: Merit or Promotion
  7. Complete the Merit or Promotion section and the remainder of the document.
  8. Submit

Graduate Student Researcher (GSR)

For information regarding hiring Graduate Student Researchers (GSRs), please visit Graduate Studies.