3.00.00 Job Descriptions
Department supervisors must submit a completed Job Analysis Form to the OSE for each position before it may be filled. The information provided on the Job Analysis Form will be used in establishing the classification level of the job.
3.05.00 Job Classification
All student employment positions on-campus are classified according to our compensation system. Each position is evaluated and rated in 8 different categories: Basic Knowledge, Work Experience, Analytic Ability, Confidential Data, Safety of Others, Physical Ability and Effort, Contact With Others, and Supervision Received. This information is supplied in the Job Analysis Form prepared by the department supervisor. Based on these ratings, the position will be given a compensation score that will determine its classification level.
The classification level determines the range of wages which an employee in that position may be paid. The actual pay rate within the range is determined by the supervisor or department head. A student’s initial wage should be based upon prior experience and skills. Most employees start at the lower third of the range and work up as raises are given.
3.10.00 Pay Scale
Once jobs have been classified, they are assigned a pay scale according to their classification level. This pay scale reflects the range of pay that may be appropriated to the student for his or her position. There is both a lower and upper limit to the pay scale. Supervisors are not to assign a wage that exceeds either of the limits. For positions that seem to have too low or high of a range, a new job analysis should be done in order to re-evaluate the job classification, and therefore the pay scale.
3.15.00 Hiring Procedures
All student employees must attend orientation and training conducted by the OSE. For Work Study students who enter the program in the fall semester, this orientation will be given in a large group format. All other student employees will receive their orientation in a personal or small group entrance interview. The students must receive this orientation within one week of their start date.
Topics covered in the orientation will include: defining a biblical work ethic, payroll procedures, timekeeping procedures, safety in the work place, sexual harassment, work breaks, arranging time off, skills training, OSE policies, and other topics considered relevant by the OSE. All students who are first time TMC employees must complete the full orientation.
The full orientation must only be completed by a student when first becoming a TMC employee. However, all TMC student employees must receive some form of safety training at least one time per year. Safety training is offered in large group sessions and/or through video-based training.
3.15.01 Volunteers
The Fair Labor Standards Act of 1938 makes it illegal for an employer to allow a non-exempt employee to work without being paid for all hours worked. This law was enacted to keep employers from pressuring employees to “volunteer” as a condition of continued or enhanced employment. The law excludes the possibility of an employee volunteering for their current employer. The reasoning behind this law exists for the purpose that if employees were allowed to work voluntarily, it would still be possible for dishonest employers to coerce their employees into “wanting” to volunteer. Because the law cannot tell who is being honest and who is trying to manipulate their employees, volunteer work by a non-exempt employee is prohibited.
3.20.00 Employment Forms
The process of hiring a student employee is very important and careful documents should be kept to properly record the agreement between employer and employee. These documents are kept in the student’s personnel file and are referred to often when the OSE reviews the student employee’s history. These documents help with recording scheduled hours per week, wage information, job skills and job history, and payroll information. The following list contains the documents that are provided by the OSE to ensure that a proper history of the student employee is kept.
3.20.05 Application for Student Employment
The Application for Student Employment is required by all students who wish to apply for a position through the Office of Student Employment. This application is available in the OSE. It provides potential employers with information that is critical in the hiring process. The application includes information concerning job history, job skills, and career goals of the student. If a student is working through the OSE and has not filled out an application, he or she is asked to come to the OSE and complete one as soon as possible.
3.20.10 Hiring Form
The next form to be completed is the Hiring Form. This form is completed after the application has been filled out and the student has been chosen for the open position. This form contains the information that is necessary to track the student’s job history through the OSE and to record the student’s current wage. The form also has important information that helps the OSE enter the student employee into the database and enter the proper payroll department and job identification information. These forms also contain information regarding job classification and pay scale. These forms are available in the OSE.
3.20.15 W-4
All student employees will need to consider how much tax should be withheld from their Work Study Award earnings. The amount that is withheld from each paycheck is determined by the W-4 Form. This form is a standard form that is required from the student before payroll processing begins. Also, this form contains information that needs updating, such as marital status and permanent address information, so any student employee anticipating a change in either or both of these categories should come to the OSE to fill out a new W-4 form.
3.20.20 I-9
The Form I-9 is required by law under the Immigration Reform and Control Act of 1986. The purpose of the law is to verify that persons are eligible to work in the Unites States.
When completing the I-9, the student employee will need to provide documentation that will establish identity AND employment eligibility. Some documents establish BOTH identity and eligibility (see List A, found on the back of the form; i.e. US Passport). Other documents establish identity alone (List B; i.e. driver’s license, The Master’s College Student ID) or establish employment eligibility alone (List C; i.e. US Social Security Card, birth certificate). If the person does not provide a document from List A, he or she must produce one from List B AND from List C. The I-9 from is available in the OSE.
3.20.25 Worker’s Compensation Release
As discussed in the following policies chapter, 4.40.00 Work Related Injuries, all student employees are covered with worker’s compensation insurance. The release form simply makes the student employee aware of this and records that he or she has been alerted to this additional insurance. For Cash or temporary employees, this release should be filled out in the Office of Student Employment. For those Work Study students, the release is part of the Employee Student Contract.
3.20.30 Safety Guidelines
In order to assure that student employees are aware of safety procedures and guidelines, a General Safety Rules packet is given to them when they are hired. This packet contains the information necessary to find designated exits in a time of fire, the proper technique to protect one’s self in the event of an earthquake, and the proper techniques for lifting and doing manual labor. This packet is available in the OSE for student employees that have not received one.
3.20.35 Sexual Harassment
The Sexual Harassment pamphlet describes the state laws regarding sexual harassment. It is included in the hiring documents so that students are aware of these laws. The following is the College’s Code of Professional Ethics: (TMC Employee Handbook of Personnel Policies).
TMCS is committed to providing a work environment that is free of discrimination, unlawful harassment, and other unbiblical conduct. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, or any other legally protected characteristic will not be tolerated.
As an example, sexual harassment (both overt and subtle) is a form of employee misconduct that is demeaning to another person, undermines the integrity of the employee relationship, and is strictly prohibited. Scripture is very clear on the issue of sexual immorality. A small sampling from Scripture can be found in the following references. I Corinthians 6:18 advises you to flee from all sexual immorality. Malachi 3:5 tells you that the Lord Almighty will be quick to judge the sexually impure. I Thessalonians 4:3-8 explains that you are to be sanctified, avoid sexual immorality and to be pure and live a holy life not rejecting God and His teachings.
If you want to report an incident of sexual, or other unlawful harassment or unbiblical conduct you should follow the biblical principles of reproaching a brother or sister who sins against you as outlined in Matthew 18:15. Simply stated you should confront and reproach the party(ies) who committed the offense. If the matter stops there, as Scripture states, you have won your brother over. If the matter persists or the offending party(ies) refuses to listen, you should promptly report the matter to your supervisor. If your supervisor is unavailable or you believe it would be inappropriate to contact your supervisor, you should immediately contact the Director of Human Resources. You can raise concerns and make reports without fear of reprisal.
Any supervisor or manager who becomes aware of possible sexual or other unlawful harassment, or unbiblical principles should follow the biblical principles of reproaching a brother or sister who has sinned against another person. If the supervisor or manager observes or believes that the offending party(ies) has not repented and ceased the inappropriate action(s) the supervisor or manager should then promptly advise the Director of Human Resources who will handle the matter in a timely and confidential manner. It should be noted that incidents of unbiblical behavior cannot be handled in a manner that is expressly confidential. Confidentiality is a matter of degree and all matters will be handled as confidentially as possible.
As with any other performance issues, TMCS wishes all corrective actions to be an exercise of repentance, grace, and forgiveness; however, management expressly reserves the right to consider individual instances of unbiblical behavior and to administer the appropriate corrective actions which may range from reproachful warnings or counsel, to performance improvement plans, to termination of employment.
3.25.00 Payroll Procedures
All student employees are paid on a bi-weekly pay schedule. Cash payrolls and Work Study payrolls run on alternating weeks. Work Study earnings are credited directly to the employees’ Student Accounts. They receive a voucher summarizing the earnings for each payroll. Cash employees receive their payroll checks through the campus mail.
3.25.05 Direct Deposit
Students can have their wages directly deposited into their checking and saving accounts. To do this, they must fill out the direct deposit authorization form (found in drawer). For checking accounts, students must attach a voided check to the authorization form; for savings accounts, students must attach a printed form of his/her account number. Once the student completes the paperwork, it needs to be taken to Edith in Accounting. Two pay cycles will transpire after before direct depositing will begin. Each student will receive a voucher verifying all direct deposits into their account.
3.25.10 Timekeeping
All student employee positions are paid hourly. Therefore, accurate records must be kept on each employee’s time worked.
3.25.15 On-Line Time Sheets
Every student employee must complete online timesheets to record their work hours. ALL paperwork must be complete before a student can fill out their timesheets. To access and complete an online timesheet:
- Go to www.masters.edu
- Click on Campus Community.
- Click on Online Timesheet.
- Use your current Masternet username and password to log on to the screen.
- Fill in your work hours for the corresponding date(s).
- Verify all of your hours for the past week before 12:00 p.m. Monday of the next week.
- To view or access timesheets already verified, click the down arrow on the corresponding line and select the preferred week.
To make corrections and changes:
To make corrections to time sheets that have not been verified:
- Click on the date to be changed and add necessary corrections
- Call OSE at extension 3716 for further instructions
3.25.30 Supervisor Verification
Supervisors must follow these steps to correctly verify students’ timesheets:
- Go to www.masters.edu
- Click on Campus Community
- Click on Content Management
- Enter Masternet username and password
- Click on the name of an employee to review the employee’s timesheet(s). If the dates of employment are red, the employee has not verified the timesheet and thus the supervisor should not verify it either. If the date is in green, the timesheet has been verified by the employee and the supervisor can thus verify it also.
- To adjust times or dates, click on the “edit info” button, then click on the date of the incorrect entry and change the information.
- If the information is correct the supervisor needs to click the small box in the bottom left of the screen.
3.30.00 Withholdings
All student employee earnings (including Work Study) are subject to local, state and federal taxes. Students who are enrolled full-time and working an average of 20 hours per week or less are exempt from FICA tax withholdings. However, part-time students and students working during breaks may be subject to these withholdings.
3.35.00 Payroll Periods
All student employees are paid on a bi-weekly pay schedule.
3.40.00 Salary Non-Exempt Student Employees
Though the preferred method of compensation for student employees is hourly, there are certain situations where salary-based compensation may be necessary or preferred. These situations should be limited to positions where the employee will be responsible for a particular job or task and has moderate discretion over the quantity of hours that are required to complete this task. Also, it must be determined that paying in this manner will provide increased incentive for efficiency. Federal Work Study positions are not eligible for this type of payment.
3.40.05 Timekeeping for Salary Non-Exempt Positions
Salary Non-Exempt Student Employees are not exempt from minimum wage and overtime laws (exempt status requires a minimum level of compensation that will not be met by student employees in this category). Therefore, the Fair Labor Standards Act requires that a daily record of hours be kept for all non-exempt employees. Student Employees in this category should record their time as prescribed in Section 3.25.05.
3.40.10 Determination of Salary Amounts
Salary figures are set by the Office of Student Employment in a manner consistent with the Student Employment compensation system. This determination will be based on information provided about the position from the Job Analysis Form and/or from the department. Salary positions must be classified as described in Section 3. This will determine the hourly wage range. In general the salary should not exceed the number of weeks worked times the estimated median hours per week times the top wage of the range.
3.40.15 Adherence to Minimum Wage Requirements
Part of determining a salary schedule, is determining the pay period that each disbursement covers. In most cases, the salary will be disbursed in bi-weekly checks. Each two-week period will be paid on the Friday following the end of the period. The Office of Student Employment will only authorize payment if time sheets for that period have been verified by both the employee and supervisor. Furthermore, the total hours for the period will be compared with the payment amount to ensure that the employee has been compensated at or above minimum wage. If this test has not bee met, the payment amount will be increased accordingly.