Student Payroll Deletion Request

If a student is no longer working on the account number or earnings type that was assigned on the original Student Personnel Action form, the student must be deleted from the payroll. This includes students leaving their positions, as well as administrative changes, such as removing a student from the departmental timesheet because the commitment has been exhausted. The following reasons for deletion exist. (See the Progressive Disciplinary Procedures for further details on Voluntary, Involuntary, Immediate, and Probationary Period Terminations.)

Voluntary Termination:

There are times when a student and supervisor mutually agree that the position is not the best opportunity for the student. A student may choose to resign for personal reasons, to change FWS jobs (a student may only hold only one FWS job at a time), to take advantage of outside employment opportunities, as a result of progressive disciplinary process, or for other reasons.

Involuntary Termination:

Involuntary termination is the final step in the Progressive Disciplinary process. If a student has been provided with an oral and written warning, and the performance has not improved within the timeframe outlined, then the student may be terminated. A copy of the written warning must be attached.

Immediate Termination:

Certain situations pose a threat to the nature of the University environment and require immediate termination. In these situations, the standard progressive disciplinary procedures should be bypassed, and the student should be informed as to why they are being terminated effective immediately. A memo should be attached explaining the situation that occurred. Students who receive immediate termination are no longer eligible to work through the student employment programs at the University.

Probationary Period:

Student employees starting a new position on campus are subject to a 30-day probationary/training period. During this period, the supervisor should discuss and evaluate work performance, including attendance, ability, attitude, and other factors related to job performance. During the probationary period, the supervisor should make every effort to inform the student of any areas that need to be improved in order to continue in the position. The employer may choose to terminate a student's employment at any time during the probationary period without utilizing the progressive disciplinary procedures.

Student Graduated:

Students must be enrolled at the University in order to be eligible to work through the student employment program. Students who are graduating may not work past the last day of finals in the term in which the student is graduating in.

Student Withdrew:

Students must be enrolled at the University in order to be eligible to work through the student employment program. Complete a termination PA if you are aware that a student will no longer be working because they are withdrawing.

Student is changing jobs:

If a student is changing jobs, it is important to delete the previous position so that SES has accurate records as to where the student is working. For students with FWS eligibility, this is especially important, since the student may not have total commitments for all FWS positions that exceed his/her total FWS award. Thus, students who are changing jobs will need the previous job deleted from the system so that the remaining commitment can be allocated to the new position.

Student's encumbrance amount exhausted:

Once the student's encumbrance reaches or falls below zero, the supervisor should either fill out a PA form to terminate the student from the payroll or submit a Long Term Adjustments for Student Employees form.

 

Note - If you are changing account numbers for a student employee, a PA form SHOULD NOT be completed. A Long Term Adjustments for Student Employees form should be completed, and the old account number will be deleted once it is processed.

The appropriate form should be submitted to SES for review and processing. Confirmation of the adjustment will appear on the department's bi-weekly student timesheet. The processed form will also be returned to the employer after it has been scanned into our system. If the change is not reflected on the departmental timesheet 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.