Final Academic Year Student Employee Process and Important Dates

Good afternoon! I hope you’re having a great week so far.

The Human Resources and Payroll Offices have received several questions on upcoming dates/deadlines and how to process student actions in iO.  This email contains information on the upcoming payroll deadlines, academic calendar dates, and iO student processes.

The HCMI Guide to Best Practices for iO Actions may be helpful as well.

Student Graduating & Not Continuing Employment:

• The final Fiscal Year 2023 academic year pay period for undergraduate students with hourly jobs is from April 23, 2023 to May 06, 2023. Therefore, all time cards should be submitted by the students through iO by 12 noon and approved by 11:59 p.m. on 05/08/2023.  Assignment(s) in iO should be terminated effective their last day of work but no later than 05/06/2023.
• The final Fiscal Year 2023 academic year pay period for graduate students with RA/TA assignments is from April 23, 2023 to May 06, 2023. Assignment(s) in iO should be terminated no later than 05/06/2023.

Student Graduating & Continuing Employment:

• If your graduating student will continue working for your department during the summer months, the employee must be moved to a staff or faculty position and the student assignment terminated. These changes should align with the effective date of when they actually begin working but no earlier than 05/07/2023. Here’s the applicable job aid to assist with switching students to staff positions: https://rice.box.com/s/p9n5oy223ge0ry3r7j2tjio4wicw3kke

Continuing Student Worker:

• All undergraduate students who are registered for Fall 2023 (including undergraduates enrolling as graduate students) and will continue to work for Rice after May 06, 2023, must continue to have an Active-Payroll Eligible hourly assignment in iO. Any changes to the work assignment (pay rate, full-time status, number of work hours, etc.) must be submitted to HR and approved prior to the effective date of the change.
• For actions that impact bi-weekly RA/TA assignments, review assignment statuses, salary information, effective dates, etc.  Submit updates to the assignment as needed and depending on the work performed by the student. The upcoming HR deadlines are April 23, 2023 for BW 10 and May 7, 2023 for BW 11.

Incoming Fall 2023 Student Working Over the Summer:

• If the department wants to hire an incoming student but the “Active Student” Contingent Worker record has not been created yet, please contact a member of the HRIS team for assistance in creating the record. HRIS will need the following information for the student: name (first, middle, last, and preferred), home address, DOB, external email address, and if the student is Grad or Undergrad. Contact emails are: wayne@rice.edu, yservellon@rice.edu, rts2@rice.edu, and jl328@rice.edu.
• After the student record is created, then the Add a Pending Work Relationship transaction may be submitted. That approved transaction will trigger the auto-email to the employee with the link to fill in Section 1 of the I-9 form. The employee’s next step is to visit the HR Service Center with their original, unexpired employment authorization documents to finish the form. The auto-email includes all of the information necessary to complete the I-9. IMPORTANT NOTE: All of these actions need to be completed before the employee may begin working. Here is the job aid to assist with student hiring: https://rice.app.box.com/s/0nq693jy6unx4rto1eunfkzkn8iwwr26.

****Please review the HR Transactions report under the My Teams Dashboard in iO to see what actions you may need to take.

Below contains information regarding the Academic Calendar Dates as well as the Payroll Calendar for the bi-weekly payrolls to assist in planning your student iO actions.

Academic Calendar Dates (Office of Registrar): https://registrar.rice.edu/calendars

Payroll Office Deadlines: https://controller.rice.edu/payroll-schedules

Please contact the HR Service Center at 713-348-2232 with any questions.

Thank you,

Kelly Cline