Supervisor Toolkit

This site addresses issues pertinent only to supervisors and is not meant to be a comprehensive guide in and of itself. As a supervisor, you have many challenges in your role. The experiences you provide to your student employees may be far-reaching and impactful. You not only provide them with the opportunity to earn money, but you also teach them life lessons and transferable skills they may use in their personal or professional lives after they leave Winona State University.

The information provided below is supplemental to the topics covered on this website. Please refer to other pages on the site to find answers to many of your questions. The eTimesheet Guidelines (PDF) is a great resource for any questions regarding the online payroll software to manage student timesheets and student employee and work-study accounts.

Work-study is funded by Federal and State allocations and is given to the university annually to provide funding for departments to hire students who qualify for this program. Over 90 departments on campus have historically received annual “base” work-study budget allocations. Supervisors are notified in late spring or early summer regarding work-study budget allocations for the following academic year. Work-study budgets are not part of your operating budget and do not appear anywhere within the MnSCU accounting system.

Student help is funded by department operating budgets. The department should carefully consider student staffing needs within the department as well as the total operating budget prior to determining how much to allocate to student help.

Student employees are paid the minimum hourly rate as determined by WSU. Higher rates of pay may be given for positions that require a high level of responsibility or a specialized skill.
To pay a student help employee an hourly rate which is greater than the university minimum wage, you must indicate this higher rate on the student’s Work Authorization Request at the time of hire. The individual in charge of the budget must approve the overpay. 
If you wish to give a current student employee a raise, you need to complete a paper Overpay Authorization Form (PDF) which must be signed by the individual in charge of the budget.  

Note: Keep a record of the students who are on overpay in your department and their hourly rates of pay. When you complete subsequent Work Authorization Requests for these students, you must put the higher rate of pay on the form or it will be missed in student payroll.

Work-study employees may only receive a higher rate of pay if the department is willing to pay the difference in pay rate from student help budget. For example, if you wish to pay a work-study student $10.00 per hour and minimum wage is $9.00, the difference in pay ($1.00) must be charged to student help. If a supervisor wishes to do this, s/he must complete two Authorizations: 1) work-study at minimum wage and 2) student help for the same cost center, minimally the same timeframe as the work-study authorization and for the higher hourly rate. The Overpay Request will need to go through the electronic approval process.

Note: Keep a record of the students who are on overpay in your department and their hourly rates of pay. When you complete subsequent Work Authorization Requests for these students, you must put the higher rate of pay on the form or it will be missed in student payroll.

It is always preferable that students be paid on an hourly basis. This ensures that students are paid in an equitable manner for positions across the campus. Occasionally, a supervisor may feel it is necessary to compensate a student for a particular job for which it would be unnecessarily difficult to track hours, e.g., photographer, Student Senate officer, Resident Assistant, orientation leader. If you wish to pay a student via lump sum payment/s, you must complete a Request to Create a Lump Sum Position (PDF). On the form, you must describe the position and provide justification as to why your employee cannot record hours for compensation with this particular job. A lump sum payment can be spread out over multiple pay periods.

Student employees use the same payroll schedule (PDF) as full-time staff employees. Please make sure a payroll schedule is available to all student employees in your department.
Student employees should be required to enter their time on a daily basis. If students are using electronic time sheets, they may clock in and out each time they work. If they are not using the “clocking” feature, the student should manually enter their shifts each time they work.
Supervisors must ensure that hours recorded and submitted on a time sheet accurately reflect the time actually worked by the student. If any kind of fraud is suspected, the student should be contacted immediately. “Holding back” hours because a student has exceeded the maximum number of hours in a particular pay period is not permitted. If a student worked the hours during the time frame being reported, those hours must be submitted at the end of the pay period. Inflating the number of hours worked to “use up” work study is considered to be a misuse of federal/state work study funds.
At the end of each pay period, time sheets must be reviewed for accuracy and approved. If a student has worked during the pay period but has not completed his/her time sheet, the supervisor should follow up with the student. 

Note: Supervisors should designate a “back-up” person who can approve time sheets in their absence.