Final Academic Year Student Employee Process and Important Dates

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.

Student Graduating & Not Continuing Employment:

• The final Fiscal Year 2024 academic year pay period for students with hourly jobs is from April 21, 2024, to May 4, 2024. Therefore, all timecards should be submitted by the students through iO by 12 noon and approved by 11:59 p.m. on May 6, 2024. Assignment(s) in iO should be ended effective their last day of work but no later than their graduation date or May 4, 2024.

• The final Fiscal Year 2024 academic year pay period for graduate students with Graduate Assistantship assignments is from April 21, 2024, to May 4, 2024. Assignment(s) in iO should be ended no later than their graduation date or May 4, 2024.

Student Graduating & Continuing Employment:

• If your graduating student will continue working for your department during the summer months and beyond, the employee must be moved to a staff or faculty position and the student assignment ended (using the dates stipulated above). These changes should align with the effective date of when they actually begin working but no earlier than the day after their graduation date or May 5, 2024. 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 the Fall 2024 semester (including undergraduates enrolling as graduate students) and will continue to work for Rice after May 4, 2024, 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 before the effective date of the change.

• For actions that impact bi-weekly Graduate Assistantship assignments, review assignment statuses, salary information, effective dates, etc. Submit updates to the assignment as needed, depending on the work performed by the student. The upcoming HR deadline for BW 11 is May 5, 2024.

Incoming Fall 2024 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. The contact email is: hris@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/s0nq693jy6unx4rto1eunfkzkn8iwwr26

Note for all international employees continuing work at Rice: If your employee is working in the U.S. on immigration documentation (i.e., I-20, DS-2019, H-1B, etc.), their work documentation must be valid and their I-9 form updated to continue working. If granted a visa extension, the employee must bring that documentation to HR to update their I-9 form before they may return to work after graduation. You may contact the HR Service Center team to check I-9 and work authorization eligibility: people@rice.edu or 713-348-2232. OISS is the correct office to contact with visa questions.

****Please review the Assignment History, Salary History or Employee Details report under the My Teams Dashboard in iO to see what actions you need to take. You may also download a list of graduating students from Edgar (Student tab) to assist with your transacting efforts. If you do not have access to Edgar, here is the link to the Registrar’s website with the information to request access.

Below is information regarding the Academic Calendar Dates and 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

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

Please contact the HR Service Center at people@rice.edu or 713-348-2232 with any questions.