Student Payroll Change Request

Once a student has been placed on payroll, there may be several reasons to change the information that was originally provided on the Student Personnel Action Form. All student employee transactions are processed using the Student PA form.  This form is necessary to add or remove a student to or from payroll, adjust pay rates, and change funding types (i.e., federal work study verses institutional funds).  Account changes within a funding type, and institutional encumbrance changes require the Long-Term Adjustment Form for Student Employees.

Encumbrance Change

Student employment is through part-time, temporary, non-benefited positions. As such, it is limited to the amount of funding that has been committed to paying the student's wages. The remaining encumbrance amount for each student is listed on the bi-weekly payroll report. Once this commitment is reached for a federal work study funded student, the student is terminated by SES. Once this commitment is reached for an Institutionally funded student, the supervisor must terminate the student or increase the encumbrance amount. The Long-Term Adjustment Form allows the employer to increase or decrease the commitment that has been made to paying a particular student employee's wages. Employers may wish to make changes for several reasons, including:

Encumbrance Increases:

If the remaining encumbrance amount listed on the department's bi-weekly payroll report reaches or falls below zero, the student cannot be paid and must stop working. In order to allow a student to continue working, the department may choose to increase the student's commitment.

Encumbrance Decreases:

If the employer and student agree that the student will not be able to earn his/her entire Institutional (CC) Student Employment eligibility in the position to which he/she was hired, the employer may choose to decrease the encumbrance amount to more accurately reflect the remaining expected earnings. Student Employment Services also uses the form to adjust FWS eligibility when a student's financial aid award is changed.

Completing the Form:

The Student Personnel Action Form and the Long-Term Adjustment Form are available along with instructions from the Human Resources web site.

PAY RATE INCREASE

Use a Student Personnel Action Form to increase a student pay rate.

Student pay rates may be increased for two reasons:
* the student has taken on new responsibilities in the department; or
* the student's performance merits an increase in the pay rate.

Change in Responsibilities:

If a student has taken on additional responsibilities or has been promoted to a new position within the office, the student's pay rate may be adjusted to fall within the hiring range for the grade level of the new position. The minimum increase for a student who has changed job grade levels is seventy-five cents (.75). In order for the pay rate increase to be processed, SES must have a revised job description on file documenting the new responsibilities. If a job description for the position which the student is assuming has not already been filed in SES, attach the new job description to this form.

* If the student is changing positions, indicate the new Job #, which we will use to verify that the Requested Pay Rate falls within the student wage guidelines.
* If the student has been given additional responsibilities, attach a new job description form. The new job description will be reviewed and graded appropriately and used to verify that the Requested Pay Rate falls within the student wage guidelines. A new Job # will be assigned, and the supervisor will be notified accordingly.

Merit Pay Rate Increase:

At the supervisor's discretion, students may receive a merit pay rate increase after each complete semester or summer that they work in a position. If the supervisor feels that a student's job performance merits an increase in pay, the student may receive a merit increase of thirty cents (.30) for each complete semester or summer that the student has worked since the last pay rate increase. Merit increases may be done at the end of each semester, or they may be accumulated and offered over larger time intervals. For example, a student who works during fall and spring semesters and during the summer, with no increase, may be offered a ninety cent increase if the student is remaining in the job for the following fall semester (30 cents for fall + 30 cents for spring + 30 cents for summer).

* If the student is being provided with a merit pay increase, indicate the date the student began working in the current position, and the semesters of service in this position since the last pay increase. This information allows us to verify that the Requested Pay Rate you indicate falls within the student wage guidelines.

Completing the Form:

The Student Personnel Action Form and the Long-Term Adjustment Form are available along with instructions from the Human Resources web site.

SES reserves the right to request further documentation of job responsibilities and/or documentation of the student's job performance where appropriate. If you are requesting an increase above the standards outlined here, please attach a narrative documenting the reasons for this request.

Note - If you are attempting to decrease a student's pay rate, please contact SES so that we may review the situation with you and assist you in providing the necessary documentation.

The supervisor should submit the appropriate form to SES for review and processing. Confirmation of the change will appear on the department's bi-weekly payroll report. The processed form will also be returned to the employer, once it has been processed by Human Resources. If the change is not reflected on the departmental bi-weekly payroll report within two weeks of submitting this form, please call SES at 617-287-6320 or e-mail ses@umb.edu so that we may verify receipt of the form and determine the cause of delay.