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Employment Policy



Student Employment Policy

Purpose
The BU Student Employment Policy has been established to define guidelines for student employment at Belmont University. The purpose of BU Student Employment at Belmont University is to assist in meeting the business needs of the University, to provide University students with financial support in pursuit of their academic goals, and to provide opportunities for academic, or administrative and business-related job experience. The job duties and responsibilities of student employees vary greatly, and may or may not be related to the student’s field of study.  There are two different kinds of BU Student Employment groups:  Belmont Student Employees (BSE) and Federal Work-Study (FWS).

Belmont Student Employee (BSE)

Belmont Student Employees (BSE) make up the majority of student workers on campus and are a valuable asset to the greater university community.  BSE student wages are solely paid for by the department for which they work.

Federal Work-Study (FWS)
Federal Work-Study (FWS) is a financial aid program that allows students to work on-campus or with approved off-campus community service employers to earn money to pay for college expenses.  Eligible students are awarded FWS when they complete their Free Application for Federal Student Aid (FAFSA).  Being awarded FWS with financial aid can help a student be eligible for part-time jobs, both on- and off-campus, that they may not have otherwise been eligible for.  The FWS program encourages employment in community service and in fields related to your major of study.  There are many FWS jobs available to choose from, but unlike BSE positions, FWS jobs are funded through Student Financial Services.  For eligibility, program requirements, and other questions, please check out the Federal Work-Study FAQ’s.

Eligibility
To be eligible for BU Student Employment:

Belmont Student Employees
Undergraduate Students: must be currently enrolled at Belmont University and actively pursuing a degree program during the semester in which he/she is employed.

Graduate Students:  must be currently enrolled at Belmont University and actively pursuing a degree program during the semester in which he/she is employed.  (Note: Graduate Assistantships, Internships, and Practicum opportunities are separate from the BU Student Employment process and are administered through academic departments.  See your Graduate department for specific guidelines and policies regarding your Graduate Assistantship).

Federal Work-Study
Undergraduate Students:  students seeking a FWS position must currently be enrolled full-time with at least twelve (12) semester hours of credit at Belmont University. Students who fall below full-time status can have their eligibility reviewed on an individual basis by Student Financial Services.  Students who seek FWS eligibility must also meet the following requirements:
  • Submit a Free Application for Federal Student Aid (FAFSA)
  • Request ‘Federal Work-Study’ on the FAFSA
  • Be eligible to receive Federal Financial Aid
  • Have unmet financial need

Graduate Students:  these students are typically not awarded Federal Work-Study, however, they can inquire and apply for FWS on an individual basis by contacting Student Financial Services.

International Students
International students in lawful F-1 and J-1 status are eligible to work on campus if enrolled for a full course of study. Eligible international students must not work in excess of 20 hours per week due to visa restrictions. During semester breaks and during the summer semester international students may work up to 40 hours per week. Once offered a job, the international student must obtain a Social Security card from the Social Security Administration prior to working.

Employment Forms To Complete
All student employees are required to complete paperwork upon being hired.  These forms must be completed at Belmont Central prior to the student’s first day of work:

I-9 Form: The Immigration Reform and Control Act of 1986 requires all employers to verify the employment authorization and identity of each person hired. To satisfy the record keeping requirements of the law, all students employed must complete an Employment Eligibility Verification Form (I-9).  It is the responsibility of each department to see that these forms are completed before the student begins their first day of work.  It is the responsibility of the student to provide proof of citizenship status by providing documentation as listed on the I-9 (see List of Acceptable Documents for approved documents). International students may require other forms of verification.

W-4 Tax Form: Each student employed by Belmont University must have a current W-4 form (Employee’s Withholding Allowance Certificate) on file with the Payroll Department.  

Direct Deposit (optional):  The most efficient and effective way to receive your monthly paycheck is by having it directly deposited into your checking/savings account.  Enrollment is free and is strongly encouraged.  Complete form at Belmont Central.

Limits of Employment

Hours
All student employees (BSE and FWS) may work up to, but not more than 20 hours a week during periods of enrollment as a student, except during breaks and holidays at which time students may work up to full-time status (40 hours/week). The actual number of hours worked must be recorded by the student employee and verified by the supervisor.

Multiple Jobs
Students wishing to have a more diverse work experience on campus are allowed to be employed in up to, but not more than two (2) campus jobs at one time.  Students should carefully consider the weight of their class schedule and their ability to meet their academic goals prior to taking on multiple employment opportunities.

Academic Priority
Students are prohibited from working during their scheduled class times. Students should provide a copy of their class schedule to their supervisor each semester and arrange a work schedule that does not interfere with meeting their academic goals.

Pay Schedule and Pay Rate

On-Campus Student Workers (FWS and BSE)
Students working on-campus should submit their hours worked on the 1st business day of each month by using the new Web Time Entry (WTE) system.  For submitting your hours using WTE, view the Web Time Entry Student Handbook.
When prompted, use the Username: guest    Password: employment

Off-Campus Student Workers (FWS Only):

Students working off-campus with a community service agency to earn their Federal Work-Study award need to complete a paper Time Sheet each month and submit it to the Belmont Payroll Department (Fidelity Hall 218) on the 1st business day of each month.

Paychecks for all students are issued the 2nd Friday of each month and can either be picked up at Belmont Central or directly deposited into the student’s designated checking/savings account.  Direct Deposit enrollment is free and is strongly encouraged.  Go to Belmont Central to enroll.

Belmont Student Employees

$7.25 – BSE students are paid the Tennessee State Minimum Wage.  At times, BSE students may be paid a higher rate depending on department funding, job responsibilities, and other factors.  

Federal Work-Study
$7.25 – FWS students who work on-campus are paid the Tennessee State Minimum Wage.
$11.00 - FWS Students working with an approved off-campus community service agency will earn a higher rate as transportation costs (fuel, auto expenses, etc.) are taken into consideration.  

Professional Standards and Expectations

General Employment Guidelines
Belmont University promotes professionalism and integrity in the workplace.  Student employees are expected to adhere to these practices at all times. This means coming to work on-time, dressing in a manner that is appropriate for the job (see supervisor for specific dress code for your area), working the set scheduled hours that have been assigned, notifying supervisor at least two-weeks in advance if requesting time-off, and completing in a satisfactory manner the tasks assigned by the supervisor. Failing to show up for a scheduled shift shows a lack of professionalism and could result in termination.  If a student has an illness, however, they should contact their supervisor with as much notice as possible.  Not meeting these expectations and any additional expectation established by the supervisor could result in job termination, cancelation of Federal Work-Study awards (if applicable), and/or the inability to be rehired for other future student employment opportunities at Belmont University.  It is a courteous practice that a student employee needing to resign from their position should give at least a 2-week notice to their supervisor.

Sexual Harassment
Belmont University maintains an environment for work and study free from sexual harassment. You are encouraged to report concerns or complaints. Please review the Sexual Harassment Policy prior to your first day of work.

FERPA Tutorial
Student workers must review and agree to the terms and conditions of  the Family Education Rights and Privacy Act. Please access this link to review.









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