Hiring State Student Assistants (SA) Overview

Step 1:

Become familiar with the student assistant employment program

  • Important: Ensure student meets eligibility requirements for the position per the Student Handbook

Step 2:

Determine the position number/funding source for student positions in your department

  • Please submit a New Student Position Number Request Form to Budget only if:
    • The student position will be funded from non-general funds (i.e. University Campus Programs), and you don't already have a student position established
    • It will be split between two funding sources
  • You will need to know the correct position number to create the Student Employment Request Form (SERF)

Step 3:

Hire the student in the Student Pay System.

If you receive a message that the student needs an I-9 completed move on to step 4. If you receive a message stating the student is now hired and may now enter time nothing further is needed and a Student Employment Request Form (SERF) does not need to be completed.

Step 4:

Complete the Student Employment Request Form (SERF) only for employees who need a new student employee intake

You should receive an email from AdobeSign when your student has completed signing. If they do not sign, please follow up with them as they cannot begin work until all hire paperwork is completed. Once the student has signed the SERF the form will autoroute to Payroll. Payroll staff will then contact the student to schedule an intake if needed.

Step 5:

Confirm the new student assistant has completed their intake with Payroll Services no later than the FIRST day of work for pay

  • The student is required to present documents to establish their identity and authorization to work: Form I-9 List of Acceptable Documents
  • The student is required to present their original Social Security Card (in addition to the Form I-9 requirements) before they can receive pay
  • The student may not begin working until Payroll has authorized the Form I-9

Additional Federal Work Study Position Requirements:

  • The student must provide their Federal Work Study Award letter
  • The student must meet ALL payroll requirements before they can begin working

Step 6:

The student assistant will have access to their online timesheet within 3-5 business days

Additional information:

Obtain security to the online Student Payroll System

  • Ensure any department user who needs access to hire or approve online in the Student Payroll System has security
  • Obtain security by submitting a "Technical Service Request" from the My Cal Poly Portal
  • Security request must by authorized by the Department Head
  • Step-By-Step guide for submitting a ticket for Payroll roles can be found here
  • Please call Jennifer Hiatt in Payroll Services at 6-5862 if you need assistance with this security request process

Student Payroll Questions?

Nicole Schwiebert

Student Payroll Lead