Resources for employers

As a Work Study supervisor you are making an offer of employment to a student on behalf of UBC and are responsible for ensuring the terms and conditions of the employment are consistent with the BC Employment Standards Act and the Work Study eligibility criteria.

Hiring your Student(s)

You can hire as many students as you deem appropriate to meet the needs of your job provided:

  1. No individual student exceeds 408 hours in the Winter Session or 340 hours in the Summer Session.
  2. The total combined student hours do not exceed the maximum amount approved for the job.

Should a student resign, you can rehire and use the remaining hours for your job.

For positions that have been approved for both summer and winter funding, students must be hired for the Summer Session (May 1 to August 31), then have their eligibility re-confirmed for Winter Session. As long as they remain eligible for the Winter Session they can be re-hired for September 1 to April 30.

Hiring deadlines

In order to retain funding students must be hired in Workday by the deadlines below. Unfilled positions will have their funding reallocated to wait-listed applications.

Summer Session: April 27, 2020

Winter Session: September 21, 2020

Expectation of hours

It is important to discuss how many hours per week you can offer the student and to determine if there are any scheduling conflicts prior to making an offer of employment. Ask your student if they currently hold another position on-campus as it may impede their ability to commit the required hours for your position.

Steps to Hire

Identify a student to hire

Select a suitable candidate either through a formal or informal selection process.

Student Authorization

As part of the hiring process, students must have their eligibility confirmed by the On-Campus Employment Coordinator via an authorization request. Hires will not be approved unless the student is authorized.

Job offer letter (docx)

Provide your student with a signed job offer letter and return a copy with both the student and employer signatures on it to workstudy.ok@ubc.ca (UNC 329). Keep a copy for your files.

Payroll forms

Have your student complete the following payroll forms:

Have the hiring initiator for your department (typically your Unit Assistant or Department Administrator) create the position and submit a Direct Hire BP for your student in Workday using the following job codes.

400319 – International undergraduate students

400318 – Domestic students (undergraduate and graduate) and international graduate students

Paying your Student(s)

As the hiring supervisor, it is important you approve your students’ hours to meet payment deadlines − employees will not be paid if this deadline is not met! Approve time sheets when the approval appears in your Workday inbox. Please ensure your employees adhere to this deadline. Approval is required bi-weekly. We recommend you talk to your employees to ask to submit their time weekly.

Students will be paid on the 15th and last day of each month. Hours must be submitted and approved by the 8th or 9th and 15th or 16th of each month in order to meet payroll deadlines. Students should receive a reminder in Workday to submit hours.

Statutory holiday pay

If a student meets the requirements under the BC Employment Standards guidelines, they are eligible to receive statutory holiday pay. 

Reimbursements

The Work Study portion of the wage will no longer be reimbursed monthly, but will be automatically contributed each pay period. The Job Codes associated with Work Study have been configured in Workday to split earnings to automatically apply the minimum wage subsidy from Work Study’s cost centre up to the set maximum number of funded hours approved for each position.

You will not be reimbursed for:

  1. Any hours beyond what your job proposal was approved for
  2. Any hours worked by a single student in excess of the student maximums outlined below

    • 408 hours between September 1 to April 30
    • 340 hours between May 1 to August 31
  3. Any hours worked outside of the dates the student is authorized for
  4. Any employment costs over minimum wage

It is up to departments to ensure they do not exceed the maximum number of funded hours. Should this happen, departments will need to cover the fill wages for hours worked by the Work Study student employee.

Managing Your Work Study Hours

The Work Study hours approved for your job are yours to spend and are not attached to a student. You can divide them between as many student hires as you deem necessary to meet the needs of your job. If a student resigns you can hire another student in order to utilize the remaining hours. You will be able to terminate a student appointment and refill their position opening in Workday with a new hire.

Managing Your Work Study Student(s)

Once your Work Study student has been hired it is important they are on-boarded and provided with a proper workplace orientation. The resources below will help provide some guidelines and a starting point for developing a positive and successful working relationship with your student.

Resources

Onboarding checklist for student workers

Managing a student worker

Ending student appointments

BC Employment Standards Act