Adding Hours within the Same Department

If the student is hired to work additional hours in the same department where he or she is a graduate assistant, the position does not have to be posted on Cardinal ViewJobs nor does the student need to get a referral from the Career Center.  Using FormBlaster to add the student, choose the "add student" option and enter the appropriate information.  Check the box that says "Is this a GA in your department?"  Once the FormBlaster document is confirmed, it is then routed electronically to both the student's supervising department and the Graduate School for approval.  The end date of supplemental employment will coincide with the end date of the student's graduate assistantship, unless the student is re-added to student payroll (see "End of Graduate Assistantship Contract" below).

Adding Hours in Another Department

Students who want to work in departments other than those in which they have their assistantships must first receive written permission from their supervising department chairs or directors and from the Graduate School.  In addition, the jobs for which they are applying must be posted on Cardinal ViewJobs and the students must get referrals from the Career Center.

Use FormBlaster to add the student to student payroll when hired.  Choose the "add student" option and complete the information requested.  Once the FormBlaster document is confirmed, it is then routed electronically to both the student's supervising department and the Graduate School for approval.  The end date of supplemental employment will coincide with the end date of the student's graduate assistantship, unless the student is re-added to student payroll (see "End of Graduate Assistantship Contract" below).

Time Sheets

Students on graduate payroll must submit a monthly "Individual Absence" report (yellow Form B-77).  Once students are approved for supplemental student employment, they must also submit the hours worked in the regular student employment position on the modifed "Student Time Sheet" for graduate payroll (Form B-406).  This form may be downloaded and photocopied as needed from the FormBlaster Student Employment Authorization Web page. The time periods and submission deadlines are the same as for regular student payroll dates.  Time sheets for graduate payroll that are received in the Payroll Office by the 20^th of the month will be included with the graduate student's month-end pay check.

End of Graduate Assistantship Contract

Please note that when an employee's graduate assistantship contract ends, so do any supplemental assignments, including regular student employment.  If you want to retain a graduate student in a regular student employment position after his or her graduate contract ends, you must add the person to student payroll again using FormBlaster.  It is critical that the re-add effective date be after the last work day of their graduate assistant contract (e.g., if the academic year assistantship contract ends on May 7, select an add-effective date of May 8 or later).