POLICY STATEMENT

91桃色 College shall use reasonable care reviewing all contracts in the most expeditious and judicious manner. Any purchase contract with an aggregate contract value not to exceed $50,000 may be executed by an authorized institutional approver without further review by legal counsel provided the language of the contract is good to form as determined by the judgment of the Vice President for Finance and Business Operations (VPFBO) or designee. In such cases, the VPFBO shall be responsible for the review of the contract.

Consistent with the Board of Regent鈥檚 Efficiency and Effectiveness initiative鈥檚 recommendations, 鈥渓ower level purchasing below $50,000 is the responsibility of each institution鈥� and campus contracting officials 鈥渕ust have sufficient delegated contracting authority鈥� to execute agreements and the corresponding Purchase Orders, if any, in a timely and responsible manner. The internal review limit for purchase contracts shall be at the same limits as the maximum requirement for one quotation as established by the current competitive threshold requirements.

This policy and procedure should reduce procurement processing time between one to three weeks, which will strengthen college-vendor relations.

PROCEDURES

A. All contracts will be sent for campus review via email attachment, preferably in MS Word format, to Contracts@nsc.edu.

B. All contracts will be reviewed by the VPFBO or designee in accordance with the standards outlined in Chapter 5, Section 3 of the Nevada System of Higher Education Procedure and Guidelines Manual.

C. Following the review by the VPFBO (or designee), contracts determined to be in good form with reasonable terms and conditions whose aggregate contract value is less than $50,000, may be negotiated between the contractor and the institution and executed by an approved campus signatory without further review from legal counsel.

1. 1. 1. The VPFBO (or designee) shall seek advice from or escalate the contract for further review to NSHE Legal Counsel, regardless of the aggregate contract value, when that individual is unsure of the meaning or intent of any contractual term or condition.
      2. The aggregate contract value is determine by adding all consideration (payment) for all contractual periods covered by the contract (i.e. add up all annual amounts for multiple-year awards).

D. In accordance with the Board of Regents bylaws, the following contracts will always be forwarded to legal counsel for the Chancellor’s approval:

1. 1. 1. Contracts for the sale or purchase of real property or the long-term lease of real property; contracts with an aggregate contract value in excess of one million ($1,000,000) dollars OR which are for terms in excess of five years or which provide the automatic right to renew for terms that exceed five years in the aggregate;
      2. Contracts with indefinite contract periods;
      3. Contracts for hiring outside attorneys for legal services (Chief of Counsel approval);
      4. All contracts which, in the judgment of the president of an NSHE institution, have such a serious political, social, or financial impact on NSHE or the public that the Board of Regents or the Chancellor’s review is necessary.

RELATED INFORMATION

• Board of Regents Handbook (Title 4, Chapter 10, Section 1, Paragraph 1)
• Nevada System of Higher Education Policies and Procedures Manual (Chapter 5, Section 3)
• Board of Regents Efficiency and Effectiveness Phase 2 Recommendations
• IT 1: Information & Communication Technology (ICT) Accessibility Policy

APPROVALS

Approved by President Bart Patterson, December 31, 2014.

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POLICY STATEMENT

To establish a procedure allowing the timely reissue of student refunds checks which are lost, stolen, or mutilated.

DEFINITIONS

Stop Payment: An 听order or request to a banking institution not to honor the payment of a check after it has been presented but before it has been cashed.

PROCEDURES

听滨. Stop Payment Request

1. Stop payments cannot be placed on a check until 14 days after the date the check was issued.
2. The stop-payment process cannot be cancelled or reversed.
3. If the original check is received or found after a stop payment has been requested, the original check must be returned to the NSC cashier’s office as soon as possible.
4. If a check is cashed for which a stop payment request has been issued, then the recipient will have received double payment and committed fraud. NSC will place a financial hold on the student’s account until the college has been fully reimbursed. In addition, penalty charges will be assessed to the student’s account equal to all banking related fees but not to exceed $100.00. Check fraud is a reportable crime in the State of Nevada.

II. Complete and Return the Stop-Payment Form

听A stop payment form must be completed and signed with the NSC Student Cashier’s Office.

III. Once Stop-Payment Form Is Received by Cashier’s Office

1. Upon receipt of the stop payment form, the Cashier’s Office will process the stop payment form and submit the stop payment request to the NSC Controller’s Office. The NSC Controller’s office will verify with the Bank that the check has not been received or cashed, and then the stop payment is placed.
2. The Cashiers Office will issue a replacement check within ten (10) business days after the completed stop-payment request form has been placed with the bank.
3. The reissued check will be mailed to the address provided in the stop payment request form and the student’s account will be updated with this address. It is the student’s responsibility to keep their address current on their student record.

FORMS/INSTRUCTIONS

Stop Payment Request Form

ADDITIONAL CONTACTS

Office of Financial Aid
Phone: 702-992-2150
Email: finaid@nevadastate.edu

Approvals

Approved by Vice President Buster Neel, February 1, 2010.
Approved by Provost Dr. Lesley DiMare, February 1, 2010.
Approved by President Dr. Fred Maryanski, February 1, 2010.

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POLICY STATEMENT

91桃色 College (NSC) established procedures for handling Funds in order to safeguard and properly account for Funds and to provide proper guidance and expectations for employees handling them. This policy ensures sound business practices and internal controls are in place to protect NSC Funds, students, and employees.

DEFINITIONS

Change Funds (sometimes referred to as Petty Cash): Small Fund of cash kept by a department or unit for the payment of incidental expenses.

Deposit: Transfer of Funds to the Cashier鈥檚 Office or made directly into an appropriate bank account.

Endorsement Stamps: Stamps issued by the Office of the Controller with departmental and institutional banking information.

Funds: Payments for goods or services or Gift Contributions received in any of the following forms: currency, coin, paper or electronic check, money order, traveler鈥檚 check, electronic funds transfer, credit or debit card transaction.

Funds Collection Point: Any department or unit approved to handle Funds on a regular basis.

Gift Contribution: Monetary donation not in exchange for goods or services.

Restricted Endorsement Stamp: Endorsement Stamp for Deposit purposes only.

Working Day: Monday through Friday when the College campus is open.

PROCEDURES

I. Overview

A. 91桃色 College personnel who receive and/or deposit Funds must properly safeguard the Funds, deposit them into College bank accounts in a timely manner, and properly record the transaction(s). This applies to all College personnel who handle Funds during the processing of any transaction or who retain, store, and/or safeguard cash prior to its Deposit.

B. Only 91桃色 College employees (full-time, part-time, or temporary), authorized student workers, and official registered student organizations are permitted to handle Funds.

C. The full amount of all Funds collected, including cash collected by departments, must be Deposited with the Cashier鈥檚 Office. Cash collected may never be used to make disbursements or refunds, and deductions may not be made to pay expenses, to reserve for small cash purchases, or for any other reason.

D. A full and true accounting of all Funds collected, including indentification of the sources of such Funds, shall be maintained by the Funds Collection Point. Accountability for such collections shall be maintained from the origin of the collection until final Deposit.

E. All fees, sales, donations, and/or Gift Contributions collected shall normally be Deposited daily. Departments that collect nominal amounts for fees are exempt from this daily Deposit requirement, but must make Deposits whenever the amount of cash on hand reaches $100.00 and at least every third calendar day regardless of the amount. All money kept overnight by a Funds Collection Point must be secured in a safe or other secured facility. Immediately upon receipt, checks shall be endorsed 鈥淔or Deposit Only.鈥� Restricted Endorsement Stamps are provided to the Funds Collection Point. There is no authorization for any department or person to use the fees collected for any purpose whatsoever other than Deposit in the Cashier鈥檚 Office.

F. If collection of Funds by an individual or department cannot be avoided, a receipt for the payment shall be provided to the payer. Receipts shall be pre-numbered and all receipts shall be accounted for. If a receipt is incorrect, it must be marked VOID on both copies of the receipt and signed by a supervisor. The reason for the VOID shall be written on the receipt.

G. All monies must be counted when given to an employee and re-counted when returned by the employee. A supervisor shall verify the employee鈥檚 totals. Each employee handling Funds shall utilize a locked drawer or cashing box. Employees shall have possession of the cash drawer key or security code for the time they are responsible for cash. Overages or shortages must be documented. The supervisor or department head shall take appropriate action to indentify the reason for the Funds discrepancy including disciplinary action, if warranted.

H. Access to all Funds shall be restricted. All Funds, including cash collected by individual departments, must be safeguarded from fire and theft.

I. All checks shall be made payable to 鈥淭he Board of Regents 鈥� NSC鈥�.

J. Post-dated or two-party checks are not accepted.

K. Change Funds are not to be commingled with any other monies.

L. Contact the Cashier鈥檚 Office whenever any special or unusual office situations or questions arise in the collection, Funds receipt process, or remitting of cash.

M. Each Department will use only depository-issued Deposit slips for reconciliation of the supporting documentation to the Deposit and to the monthly statements of department accounts. Departments shall retain documentation for records retention.

N. Deposits shall not be sent via inter-office mail.

O. Departments shall ensure segregation of duties for all Funds transactions.

P. Funds shortages or overages resulting from failure to comply with the Funds Handling Policy is considered to be negligence and could be considered misconduct.

II. Establishing Funds Collections Points

A Funds Collection Point handles funds on regular basis. Although departments with casual Funds collections are not recognized as Funds Collection Points, they must follow the same Funds handling policies and procedures that apply to Funds Collection Points.

The Controller鈥檚 Office (and/or designee) must authorize all Funds Collection Points. Before collection begins, departments requesting status as a Funds Collection Point must submit a Funds Collection Point Request Form to the Controller鈥檚 Office that includes:

A. Reason(s) why Funds Collection Point status is needed;
B. A list of those positions involved with the Funds Collection Point, a description of their duties, and how segregation of duties will be maintained;
C. Whether there is a need for a change drawer;
D. A description of the reconciliation process, including frequency of reconciliation;
E. A description of the process for safeguarding Funds until they are Deposited;
F. A schedule of how often Deposits will be made.

The request will be reviewed by the Controller鈥檚 Office (and/or designee) and, if appropriate, submitted to the Vice President for Finance and Administration for consideration.

III. Exceptions

Unique situations within individual departments may require a limited and/or short-term exception to this policy. Such exceptions must be approved by the Controller鈥檚 Office. For example, in cases where there is not enough staff available to maintain complete separation of duties, an alternate process to safeguard NSC Funds must be established and approved by the Controller鈥檚 Office.

Requests for exceptions to these procedures must be submitted to the Controller鈥檚 Office in writing. All such exceptions must be restricted to special circumstances and must be approved in advance. Departments shall retain the exception approval for records retention.

IV. Records Retention

All cash receipts and related documents must be maintained in accordance with record retention schedules by all departments. Accounting reports, Deposit slips, credit card receipts, copies of manual cash receipts, and other relevant documents shall be kept for six (6) calendar years.

FORMS/INSTRUCTIONS

Funds Collection Point Request Form

General Procedures
Funds, with the exception of credit or debit card payments Deposited directly to the bank, shall be taken directly by 4:00 p.m. to the Cashier鈥檚 Office for Deposit into the appropriate 91桃色 College account. In cases where Funds are received and maintained after regular office hours, the Funds shall be deposited at the Cashier鈥檚 Office by 9:30 a.m. on the next Working Day.

1. The Cashier鈥檚 Office must handle Funds in compliance with Board of Regents and internal NSC policies and procedures.
2. A Departmental Deposit Form must be completed for all collections submitted. The forms will be provided by the Cashier鈥檚 Office. Departments shall retain a copy of the form for reconciling purposes. Adequate documentation of the nature of the receipt shall also be retained by the department. During especially busy weeks of the academic year, departments are encouraged to make appointments with the Cashier鈥檚 Office. Busy weeks constitute the three weeks immediately prior to and after the start of any semester.
3. All Deposits shall be personally delivered to the Cashier鈥檚 Office. The individual delivering a Deposit shall stay at the Cashier鈥檚 Office until the Deposit is verified and a Cashier鈥檚 receipt is issued. The Cashier鈥檚 receipt shall be returned to the department and attached to the department鈥檚 copy of the Deposit form. An independent verification of the Cashier鈥檚 receipts and departmental receipts must be made by tracing each Deposit back to the departmental accounting records. This provides evidence that the Deposit was properly credited to the department revenue source.

Written Procedures

1. Each department that handles Funds must have its own written procedures tailored to its specific organization. The departmental procedures shall include, but are not limited to, the following:

a. Segregation of duties
b. Inter-departmental transfers
c. Forms control
d. Reconciliations
e. Physical security of Funds

Segregation of Duties

1. Departments handling cash shall separate, to the extent possible, all duties relating to cash handling. A system of checks and balances shall be put in place in which tasks are performed by different individuals in order to assure adequate controls. For example, the person receiving, posting, and Depositing the funds should be different from the person performing the bank reconciliation. In cases where only one staff member is available for collections and reconciliation of Funds, a supervisor must verify the process.
2. It is the Controller鈥檚 responsibility to reconcile the Funds posted to an NSC account to the Funds deposited at the bank.
3. The Controller monitors compliance with the Funds Handling Policy.
4. The Controller reconciles the student accounts sub-ledger to the general ledger.

Checks Returned by Depository Banks

1. This refers to paper or electronic checks returned by the depository bank for non-sufficient funds (NSF), stop payment, or closed accounts, resulting in additional service fees to 91桃色 College. A service charge published annually in the tuition and fee schedule will be assessed to non-sufficient funds checks.
2. Students, staff, and faculty whose checks are returned to 91桃色 College for any reason will be assessed a service check fee as set by the NSHE Board of Regents. 91桃色 College will not accept personal checks from students who have had two or more returned checks within a one-year period. The tracking of returned checks resides in the Student Information System. Currency, certified checks, money orders, or credit cards will be the only acceptable form of payment from these students.
3. The Cashier鈥檚 Office is responsible for the collections process for all returned checks. In order to collect on returns in a timely and efficient manner, the Cashier鈥檚 Office, in accordance with the District Attorney鈥檚 guidelines, recommends all departments accepting checks include the following information when accepting checks:

• • Student identification number (NSHE ID);
  • Year and term;
  • Type of ID used;
  • State issuing the ID;
  • ID number;
  • ID expiration date;
  • Underline the student name on the check;
  • Initial the check on the right-hand corner;

Keep in mind it is difficult to collect on checks with no references to the check writer.

Funds Received via Mail

1. The mail must be opened with two people present and all checks must be endorsed immediately with a Restrictive Endorsement Stamp. All Funds must be listed on a daily mail collection report.
2. If the Funds are not recorded directly into the appropriate NSC account or receipted through a computerized system, a list of the checks, credit card transactions, or cash shall be prepared in duplicate. The list shall include the customer鈥檚 name, amount received, check number, and any other information available that may assist in proper allocation of the Funds. The envelope shall also be retained as part of the records. A manual receipt shall be prepared, the original going to the customer, one copy retained in the area, one accompanying the Deposit processed through the Cashier鈥檚 Office, and one left intact in the receipt book.
3. Funds must be stored in a safe or other secure area approved by the Controller鈥檚 Office until it is Deposited.
4. Unidentified receipts must be Deposited to a depository account approved for such. All reasonable attempts shall be made to identify the correct amount and transfer the funds.

Balancing of Cash Receipts

1. All Funds collected must be balanced daily, by method of payment; by comparing the total of the cash, checks, and credit cards to the computerized accounting reports; to the pre-numbered receipts totals; and to the totals of the money received by mail.
2. Overage/shortage amounts must be separately recorded and investigated and resolved to the extent possible as set out in the overage/shortage position of this policy.

Preparation of Departmental Deposits

1. Checks must be made payable to Board of Regents-NSC. A calculator tape or spreadsheet of the checks shall be included with the checks bundled together.
2. Cash must be recorded on the departmental Deposit form in a separate space.
3. Include the appropriate account number(s) and sub-code(s).
4. A supervisor or designee not involved with collecting the cash, opening the mail, or reconciling the Deposit must verify the Deposit.
5. If the department Funds drawer reaches the maximum limit of $100.00, a Deposit must be prepared immediately and taken to the Cashier鈥檚 Office.

Departmental Accounts Reconciliation of Cash Collected

1. Balance all cash receipts daily to the accounting system and supporting documentation (daily deposit slip, system receipts, and system reports) and resolve all discrepancies.
2. Balance the total monthly receipts to the monthly data warehouse monthly reports and resolve all discrepancies.

Cash Overage/Shortage

1. All cash overages and shortages must be documented by individual cash drawer on a daily basis and documented with that day鈥檚 activities. Shortages may be covered by overages within the following guidelines and the Cash Overage and Shortage policy if all internal controls and checks and balances as approved by the Controller鈥檚 Office are in place.
2. Any single shortage of $50 or more must be reported to the Controller鈥檚 Office immediately. Any combined daily shortage over $100 must be reported immediately to the Controller and in writing to the Vice President for Finance and Administration (VPFA). Coverage of daily individual shortages exceeding $100 or combined of over $250 must be submitted to the VPFA for consideration of disposition.
3. Daily shortages of less than $5 per individual cash drawer may be covered by department overages. The shortage and the request for coverage of the shortage must be included as a finding in the internal audit reports.
4. If the shortage is the result of a suspected or documented theft, the shortage must be reported immediately and in writing to the Controller鈥檚 Office for investigation, regardless of amount.
5. A shortage or overage resulting from failure to comply with the Funds Handling Policy is considered to be negligence and could be considered misconduct. The coverage of any shortage must be investigated and the results submitted to the VPFA for determination of liability of the employee or department head.

Pre-Numbered Receipts

1. Utilize pre-numbered receipts and keep a log that includes the number series of the receipts, date issued, name of the person receiving the receipts, and date returned.
2. The issuing unit shall include all copies of all voided receipts.
3. Upon completion of Funds reconciliation against issued receipts, the receipt book shall be retained by the department for records retention.

Procedures for Funds Collection Points
The following is required for the operation of Funds Collection Points:

1. All Funds received must be recorded through a computerized system (MS Excel or calculator tape) with official NSC receipts or manual cash receipts. The customer (e.g., student, donor, vendor) must be presented a receipt with a duplicate record retained by the issuing department. All numbered receipts must be accounted for, including the original of voided receipts.
2. Items that should be recorded include:

a. Receipt number
b. Transaction date
c. Customer/student name
d. Student NSHE ID
e. Method of payment
f. Amount
g. Cashier鈥檚/collector鈥檚 name and/or initials

3. The Funds Collection Point must maintain a clear separation of duties. An individual shall not have responsibility for more than one of the Funds handling components: collecting, Depositing, and reconciling.
4. The Funds received must be reconciled to the computerized system cash report to the total of the manual receipts at the end of the day or at the end of each shift. Cash must be reconcilied separately from checks, credit cards, and money orders by comparing actual cash receieved to the cash total from the cash report or to the sum of the cash sales from the manual receipts.
5. All cash must be protected immediately by using a cash drawer, safe, or other secure place until it is Deposited. A secure area for processing and safeguarding Funds is to be provided and restricted to authorized personnel.
6. Checks must be made payable to the Board of Regents-NSC and must be endorsed promptly with a Restrictive Endorsement Stamp payable to Board of Regents. Endorsement Stamps must be ordered through the Controller鈥檚 Office.
7. Checks or credit card transactions will not be cashed or written for more than the amount of purchase.
8. Collections must be deposited with the Cashier鈥檚 Office within three (3) Working Days of collections or immediately after reaching $100.
9. All cash must be deposited intact and not intermingled or substituted with other cash.

ADDITIONAL CONTACTS

Direct any general questions about the Funds Handling Policy to your department鈥檚 administrative assistant or office.

Lee Ann Davis, Controller
Phone: 702-992-2306
Email: LeeAnn.Davis@nevadastate.edu

HISTORY

Approved May 2011. Updated contact information March 2019.

APPROVALS

Approved by Vice President for Finance and Administration Buster Neel, May 31, 2011.
Approved by Provost Dr. Erika Beck, May 31, 2011.
Approved by President Lesley DiMare, May 31, 2011.

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POLICY STATEMENT

91桃色 recognizes the important role that Student Employment plays, not only in the operation of the University but also with the academic and professional development of students. Student positions are intended to create a learning experience that complements a student鈥檚 academic and career goals while providing valuable work experience and helping meet the staffing needs of the University.

DEFINITIONS

At-will Employee: An employee who may resign from work or be terminated from work at any time for any lawful reason.

Federal Work-Study: A federally funded financial aid program to provide payment for work performed by students on campus or in the community, based on the financial needs of the student and the availability of funding.

Federal Insurance Contributions Act (FICA): A federal employment tax imposed on both the employees and employers to fund Social Security and Medicare. In the State of Nevada, University employees do not pay into Social Security and in lieu of this tax, pay into a FICA Alternative or other qualified plan.

FICA Exempt: Employee who is not required to make FICA contributions, based on a minimum of half-time student enrollment.

Fiscal Year: For 91桃色, the fiscal year runs from July 1 through June 30.

Student Employment: Part-time employment of a current 91桃色 student in a position within 91桃色, funded from either Federal Work-Study or departments with self-supporting funds, generally to meet part-time, temporary, or seasonal needs.

Student Worker: A Student Worker is an At-will Employee whose major efforts are directed toward receiving a formal education and is employed part-time by 91桃色. Student Workers are authorized to work a maximum of 19.5 hours per week during academic periods in which they are enrolled and classes are in session.

PROCEDURES

I. Eligibility Requirements

To be eligible for Student Employment, an individual must be enrolled at 91桃色 as an undergraduate or graduate student during the fall or spring semesters. While individual department/units may require higher standards, the minimum requirements for all Student Workers include:

• Undergraduate enrollment in at least six (6) credits per semester OR
• Graduate enrollment in at least five (5) credits per semester;
• AND Cumulative GPA of 2.0 (undergraduate) or 3.0 (graduate).

Students enrolled in their final semester at 91桃色 or students whose academic program does not allow for half-time enrollment may be exempt from the minimum enrollment requirement. Authorization for exemption is granted by HR in consultation with the supervisor prior to initiating the hire.

The supervisor is responsible for verifying enrollment. Verification will occur at the time of initial application and at the beginning of each academic term thereafter.

To be considered for employment, students must be authorized to work in the United States. If hiring an international student, departments must contact Human Resources for guidance before making an offer of employment.

Students may work during the winter and/or summer terms if they meet one of the following enrollment requirements:

• Be enrolled in at least one (1) credit during the summer term;
  Be enrolled for the academic term immediately preceding and following winter and/or summer terms.

Students who are working but are not enrolled in at least 6 credits (undergraduate) or 5 credits (graduate) will not be considered FICA Exempt and will be required to pay into the NSHE FICA Alternative Plan. Contributions to FICA will not be reimbursed due to late enrollment.

Students who drop below half-time status after the start of the semester will be permitted to continue working so long as they maintain enrollment at a minimum of three (3) credits. Students with a pattern of habitual course withdrawals will be subject to the termination provision.

Failure to maintain the above requirements may result in the revocation of Student Employment eligibility and immediate termination.

II. Procedures for Requesting/Hiring a Student Worker

Departments/Units must have an operational budget available to pay the hourly wage of a Student Worker. Once funding is established, the supervisor will utilize the following process for creating and filling the student position. Student Workers are not authorized to begin working prior to completing the hire and onboarding processes in Workday.

1. Supervisor completes the Student Job Requisition Template (all Student Worker positions). Completed forms should be submitted electronically to hr@nevadastate.edu. Forms can be found in the documents section of the NSU Portal, under Human Resources > HR Docs > Forms > Recruitment and Search Process. Human Resources will review the job requisition for completeness. At this time, HR will determine, in consultation with the supervisor, an appropriate salary grade and hourly rate in accordance with the Student Classification and Compensation Schedule.
2. Supervisor initiates and submits the 鈥淐reate Job Requisition鈥� business process in Workday. Guidance on completing the job requisition can be found using the 鈥淲orkday Training Resources鈥� worklet in Workday and searching for 鈥渃reate job requisition.鈥� Approved job requisitions will be posted on the NSU jobs portal and applications will be accepted. In addition to resume, cover letter, and references, student applicant will be required to upload a copy of their class schedule showing that they meet the minimum enrollment requirement.
3. Supervisor will review submitted applications, conduct interviews, select applicant(s), and initiate the Workday Hire process. During the initial application review, supervisors will be responsible for verifying each applicant鈥檚 enrollment status. Students who do not meet the minimum enrollment requirements will not be considered for hire.
4. Once the Student Worker has completed the hire and onboarding processes, including an I-9, they will be notified of their completion and will be authorized to begin working.

III. Classification and Compensation Schedule

The student classification and compensation schedule is designed to establish consistent hiring and pay practices for all Student Workers. The schedule adheres to the State of Nevada minimum wage and hourly rates. Salaries must be at a wage no less than the minimum required by law and may not exceed the maximum allowable wage for the assigned wage range.

The level and salary applied to a student position is determined by the Office of Human Resources and will be based on job duties/responsibilities, supervision needed, qualifications, and level of expertise required for the job.

Positions are typically placed at the minimum of the pay range. Placement above the minimum may be warranted based on the complexity of the job duties, level of independent judgement, scope and responsibility, and skill/experience required for the position.

New student positions must be submitted to Human Resources prior to a department posting a position for recruitment or making an offer of employment.

Listed below are the classification and compensation ranges for Student Workers:

Student Worker I
Wage Range: $12.00 – $16.00

Duties at this level typically vary from routine and simple to slightly complex, requiring basic decision-making. Employees at this level receive training or are instructed how to perform assigned duties. Duties are performed under direct supervision to ensure completeness and accuracy of tasks performed.

Examples of duties: basic clerical duties, filing, answering phones, shelving books, copying, washing laboratory glassware, stocking shelves, and other manual tasks involving light physical effort. Basic computer skills, reviewing documents for completeness, data entry, cashiering, simple hardware/software maintenance under supervision, library research requiring student to summarize materials, and situations requiring similar judgement. Positions requiring manual skills and arduous physical work are included in this classification.

Student Worker II
Wage Range: $14.00 – $18.00

Duties at this level fall into three areas or a combination of these areas:

1. Duties range from somewhat to moderately complex, are varied and involve a degree of responsibility and judgement.
2. Duties are specialized or technical requiring exceptional and diversified skills.
3. Duties include training lower level Student Worker positions and acting as a lead supervisor over other Student Workers.

Employees at this level must take initiative regularly and must be able to provide information regarding unit procedures, rules, and regulations. Employee is given general instruction and will be expected to prioritize work, use initiative, and make decisions regarding work assignments. Employee must possess specific knowledge and skills to perform duties without detailed supervision.

Examples of duties: Tutoring students in a structured environment (e.g. ASC or Writing Center), desktop publishing, routine hardware/software maintenance, editorial assistance, laboratory work involving research and testing, research work involving collection and interpretation of data, higher level administrative tasks, supervision, training, or overseeing a function or service area.

Student Worker III
Wage Range: $16.00 – $20.00

Duties at this level are specialized or technical requiring exceptional and diversified skills. Assignments involve: Analysis, independent judgement and knowledge of the principles, practices, and concepts of a professional field (e.g. accounting, management information systems, computer science, biology, etc.), advanced customer service or employee supervision. Employees at this level are expected to independently prioritize work, use initiative, and function with autonomy and independent decision-making.

Examples of duties: provide academic support within individual courses, provide embedded supplemental instruction support, lead workshops and/or class sessions to support academic instruction, report compilation, highly technical programming, grant writing, database development, web development, highly technical laboratory or research work. Position in this category normally involve work that is closely related to the student鈥檚 academic program.

Increases to Student Pay

Students may be eligible for a longevity increase if the following criteria have been met:

• The Student Worker has served in their current position for a minimum of 12 months;
• The Student Worker has not received an increase to their compensation in the previous 12 months;
• The direct supervisor and department director/manager recommend giving the increase.

Increases to student pay are based on the availability of student funds allocated to the department.

The maximum allowable increase for a Student Worker is 50 cents per hour per fiscal year. Increases shall not cause the Student Worker鈥檚 pay to exceed the wage range maximum for the assigned classification level.

Supervisors are responsible for notifying Human Resources, in writing, of all requests to increase pay. If requests are received prior to the Student Worker鈥檚 anniversary date, the increase will be effective on the anniversary. If requests are received after the anniversary date, the increase will be effective on the date the request was received in Human Resources. Increases will not be retroactive.

IV. Employment Rules Applicable to Student Workers

A. Standard Hours and Overtime

Student positions are temporary, part-time positions and should provide flexible work schedule to accommodate the student鈥檚 class schedule and other academic responsibilities, and should not impede the student鈥檚 academic pursuits. The following restrictions apply to all student positions:

• Student Workers are authorized to work a maximum of 19.5 hours per week during academic periods in which they are enrolled and classes are in session.
• Student Workers may not work more than 8 hours per day.
• Students may be authorized to work up to 40 hours per week during breaks when classes are not in session (e.g. spring break) or during winter break and/or summer session if they are not enrolled in classes.
  • Authorization must be granted by the appropriate campus Executive (e.g. President/Provost/Senior Vice President/Vice President).
  • Written approval must be provided to Human Resources prior to increasing the Student Worker鈥檚 hours.
• Maximum weekly hours apply to hours worked across all jobs, within NSHE, in which the student may be employed, regardless of NSHE institution.
• Overtime shall not be authorized for Student Workers. In the unusual event that overtime is worked, the Student Worker must be compensated at one and one-half times the normal hourly rate.
• Student Workers may not exceed the department鈥檚 budgeted salary allocation for student positions.

B. Time Tracking and Payroll

One of the most important responsibilities of a supervisor is to ensure that student payroll information is submitted and approved in a timely and accurate manner. It is the responsibility of the student and supervisor to be aware of payroll deadlines and procedures. Payroll cutoff schedules are available from the 鈥淲orkday Training Resources鈥� worklet on the Workday homepage and by searching 鈥淧ayroll.鈥�

Payroll periods are from the 1st through the 15th and the 16th through the last day of each month. Paydays occur on the 10th and 25th of each month.

Students must clock-in and out in Workday for each shift in which they work. Students must also submit their time for approval by their supervisor by the end of each pay period (15th and last day of the month). Supervisors must approve time within one day of the end of the pay period.

If a student is eligible for work study, their primary job will display a time type for work study and they should select that option each time they clock in. If work study is not an option, the Student Worker should select the time type of 鈥淪tudent Hours Worked.鈥� Supervisors and Student Workers will be notified by HR when they are awarded Federal Wwork-Study.

If a student fails to clock-in or out for a particular shift, the supervisor or timekeeper can enter the time retroactively. Retroactive time entry can be logged for two prior pay periods. Supervisors should contact Human Resources if retroactive pay is needed beyond two prior periods.

C. Performance Evaluation

Evaluations are valuable tools in assessing a student鈥檚 progress, providing positive reinforcement, discussing areas of improvement, and for establishing goals for the individual and the department.

It is important that supervisors identify job responsibilities and expected performance standards for the Student Worker and provide ongoing and consistent evaluation of work performance. Human Resources recommends that Student Workers be evaluated at the conclusion of each semester.

A standard evaluation form assists supervisors with evaluation process. The form can be found in the documents section of the NSU Portal, under Human Resources > Forms > Performance Evaluation Forms.

D. Breaks and Meals

Breaks: Student Workers are entitled to one 15-minute rest period, with pay, for every consecutive 4-hour period in which they work. In general, rest periods should occur near the middle of each 4-hour period but should not be taken at the beginning or end of the work period.

Meals: Student Workers, who work a consecutive 6-hour work period are entitled to one unpaid 30-minute meal period. Supervisors may authorize a meal period of up to 1-hour. Meal periods should occur near the middle of the shift but may not be taken at the beginning or end of the work period. Employees may not work through or skip their scheduled meal period.

E. Benefits

Every Student Worker is covered during their working hours by Workers鈥� Compensation Insurance for work-related injury/illness. The coverage provides an incapacitated worker the means of support and medical care when unable to work because of a job-related injury/illness. Employees must immediately report any job-related accident or illness to their supervisor and Human Resources. Supervisors complete appropriate forms for the Workers鈥� Compensation Office.

Student Workers are not eligible to receive other employment benefits such as shift differential pay, call-back pay, paid holidays, paid vacation time, paid sick leave, retirement benefits, or permanent status.

F. Termination

Student Employment is considered at-will and can be terminated at any time by either the employer or employee and for any lawful reason. Supervisors shall consult with Human Resources prior to terminating a Student Worker from their position.

A student may resign from their position. Reasonable notice for the employment separation should be communicated, in writing, to the supervisor.

Where termination occurs, the supervisor or employee should initiate the termination/resignation function within Workday when feasible following the notice of termination.

FORMS/INSTRUCTIONS

• Student Employment Job Description
• Student Job Requisition Template
• Student Performance Evaluation Form

HISTORY

• HR 3.2 to 3.3: Level 1 Student Workers pay range was shifted due to change of State of Nevada minimum wage effective 7/1/24. Level 2 and 3 Student Worker shift in pay range due to institutional
  compensation practices and to maintain existing equity between student worker levels.
• HR 3.1 to 3.2: Level 1 Student Workers pay range was shifted due to change of State of Nevada minimum wage effective 7/1/23. Level 2 and 3 Student Worker shift in pay range due to institutional
  compensation practices and to maintain existing equity between student worker levels.

APPROVALS

Approved by Betty Kim, Interim Associate Vice President of Human Resources, April 25, 2024.
Approved by Gloria Walker, Vice President of Finance and Business, April 25, 2024.
Approved by Dr. DeRionne Pollard, President, April 28, 2024.

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