Student Employment

This information applies to student temps, work-study students, students hired on grants, and graders, unless otherwise noted.

If you were just hired:

 If you need to fill out your semi-monthly time record:

For Students

If you are reading this, you are probably about to be hired as an employee in the Department of Physics and Astronomy.  Be sure to read this carefully, as it will answer most of the questions you might have and let you know what you need to do to get paid (Note:this information can also be found in the "Information for Part-Time Employees" .docx above)

  1. You are considered an "SM employee." "SM" stands for semi-monthly. You will be referred to as an SM employee; remember this! You will be paid twice a month: one period is the first of the month through the 15th of the month; the second period is the 16th of the month through whatever the last day of the month is. NOTE: This means that the number of paid days in the second monthly time period can vary. This is okay.
  2. To be employed as a student, you have to be a full-time student at ASU.  During the summer, you can work as a student if you are enrolled for the summer or for the fall as a full-time student.  In the olden days, students who had just graduated could work during the summer following graduation without being enrolled for the future, but no more.  Be aware that we cannot pay non-students or part-time students out of most sources of money.  If you stop being a full-time student while working for anyone here, please notify your supervisor immediately and stop working until further notice.
  3. To be employed at ASU, you have to be legally allowed to work in the US.  No one under 16 can work here.  No one under 18 can do any kind of dangerous work (check with your supervisor if you are under 18).  Any employee must be a citizen or have legal documentation for working here.  
  4. BEFORE STARTING WORK, all student employees have to complete student temporary employment authorizations.  When we have the contract ready, we’ll ask you to complete it and for you and your supervisor to sign it.  If the department doesn’t have these forms-- I-9, W-4, NC-4, direct-deposit form—on file for you (ask Ms. Herbert , who keeps the completed forms on a jump drive),  you will need to be prepared to complete them as well.  Filling out all the forms usually requires about 20 minutes. Have your driver’s license AND social security card, driver’s license AND certified copy of birth certificate, or unexpired US passport (original documents only).  You can go to this page: and click on the I-9 to see other acceptable forms of identification.  (This information should all also soon be available on the departmental website.) You absolutely must not start work before these things have been done.  These are federal employment laws, and we have to abide by them.  No exceptions can be made to the requirement that we see the original identification documents before you begin to work.
  5. We have hopes that the time-keeping system will change to an electronic one sometime soon, but, for the time being, you need to fill out time records.  See below a time record with the departmental information (the parts that never change) filled in.  You can use this.  (Directions for filling it out follow.)  You should fill out your hours each time you work, as it’s very hard to look back two weeks and remember which day one took off or worked extra.  You are responsible for turning in accurate time records.
  6. Toward the end of each of the two monthly pay periods (see above item 1), you will receive an email from Ms. Herbert about when time records are due. Be sure to read it thoroughly. It will contain the following pieces of important information:

    • The number of the upcoming pay period in question (e.g., SM#17)

    • The beginning and ending dates of this pay period (underlined because I’ll refer back to that in a minute)

    • The scheduled pay date for the pay period (when these hours will be paid, usually two weeks after the ending date)

    • The deadline for getting completed time records turned in to Ms. Herbert. Don’t miss this—if she doesn’t have the completed time record in time, you will not get paid until the next pay period.

    • Where the completed time records should be put in the office.

    Note that the email Ms. Herbert forwards to you will say that you cannot project your time ahead and that all hours must be worked before being reported. Here in reality, however, people who work the last two days or so of the pay period will have to project their time for a day or two ahead, or we won’t be able to get their hours entered in time. If you plan to work, say, the day the time records are due, write down those hours, and turn them in but then don’t work them, please let Ms. Herbert know immediately so that we can do an adjustment on your next time record. 

  7. Upon receiving the email from Ms. Herbert, you should complete your time record with the ending date and the scheduled pay date (note that the two blanks, 1 and 2 on the attached example) are NOT beginning and end dates).

  8. You should then complete the rest of the time record as outlined below, then submit it to your supervisor for approval and signing.  Remember to allow time for getting your supervisor’s signature before the deadline and that, if either of you is to be away during the time for doing this, you need to make other arrangements.  If your supervisor will be out when time records are due, you should give him/her the time record before she/he leaves.  Then you can submit it after you both have signed it.  If you will be out at that time, you MUST make arrangements for your supervisor to have your signature on the time record in time to submit it.  You are responsible for letting your supervisor know about the situation.  The office cannot accept unsigned time records.  

  9. It is very, very unlikely that you will be hired for a job here that allows for overtime pay.  If an employee works more than 40 hours in any week, he/she will earn overtime for the hours over 40 (paid at 1.5 x the normal hourly rate).  Overtime pay is federal requirement, and it doesn’t matter if one worked fewer hours during another week to compensate.  Note that this issue is based on the week running Sunday-Saturday, not on the semi-monthly pay period.  Unless your supervisor explicitly states that you are allowed to earn overtime, you must not exceed 40 hours of work in any Sunday-Saturday week.  If you work anywhere else on campus for pay, notify your prospective supervisor in advance; overtime applies even if the hours are worked in two separate departments.

  10. If you stop working before the end date of the contract you signed, or you stop being a full-time student for any reason, please notify the supervisor and Ms. Calamai immediately.

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Mail Address:
Department of Physics and Astronomy
ASU Box 32106
Boone, NC 28608-2106 

Physical Address (also for shipping):
GWH 231
525 Rivers Street
Boone, NC, 28608-2106

Telephone: 828-262-3090
Fax: 828-262-2049

Social Media:
Twitter: @asuphyast

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