Student Employment Hiring for Supervisors

Hello Supervisors!

The following process will take place for student employment hire for the 2023-2024 academic year. 

*Student employment has an email address:  This allows for central and quick access between the various departments that work on student employment. Please use this email for any communication regarding student employment.

Summer 2023 payroll begins May 22nd  (ends August 27th) 
Students working in the summer will need to complete new paperwork.  All students working in the current 22/23 academic year will have their positions closed (the last day of spring 2023 student work ends on May 21st). If a student is starting summer work prior to May 22nd, they will need to complete two Student Work Authorization Forms (one for spring 2023 and one for summer 2023).

Fall payroll begins on August 28th 

Students working in the summer and will continue in fall, will need to complete new paperwork.  All summer positions are closed before fall payroll begins. If students are hired in fall and will continue into spring, new paperwork is not needed.

*Please remember when hiring that priority is given to students who have Federal Work Study funding. Non Federal Work Study students may fill positions when a Federal Work Study student cannot meet all the requirements of the position description.  Students are able to confirm their eligibility on their Phinfo account. Supervisors may also contact the Financial Aid Office to confirm a student’s eligibility.



*Supervisors will email [email protected] indicating they need the Student Work Authorization Form to hire students.  Please put the student’s full name in the email (ID if possible) and what semesters they will be working.

*Supervisors will receive individual emails from [email protected] for each student hired.  Instructions are provided in the email on what information needs to be completed by the supervisor and student (the email is forwarded between supervisor, student hired, and the student employment email). A confirmation email will go to the student and supervisor once the student is set up in their position. 

*IMPT-Please do not use previous SWAF emails for a new hire or create your own. A supervisor needs to request a NEW form for each student.  Please do not alter the subject line and body of the SWAF as we need this information for processing.
*Note: For rehires, this is the only form needed to get set up for work.  Since it is completed through email, there is no need for students to visit the Payroll Office to turn in a hard copy.
*We will require the supervisor and student to indicate on the Student Work Authorization form whether the student will be working on campus or remotely. If you are hiring students to work remotely, the student will need to note their physical location on the form.  There may be tax/wage implications for students working outside of Onondaga County.


*This is required only for students who are new and have not worked on campus in the past year.

*All students that have not worked on campus will need to submit payroll forms and have their IDs checked IN PERSON before they will be allowed to work on campus.  The forms are available on the Student Employment page in ECHO: Please instruct your students to use this link to get the necessary payroll forms and to set up their appointment with the Payroll Office.  Students are not allowed to work until they have completed their appointment and Payroll has cleared them.

REQUEST FOR NEW HIRES (open positions)

*Open positions are posted through Handshake, which is administered by Career Advising & Development.
**Please be aware that incoming first year students will receive notification of open positions on Handshake in the beginning of July. Current students will be able to view positions at any time.
Please read these instructions on how to post your department's open jobs into Handshake:
· Sign up for an Employer Account in Handshake. If you already have a student/alumni account in Handshake, please review the Using Handshake - On Campus Employer FAQs to find out how to properly create an employer account. If you still have issues please contact [email protected] so we can walk you through setting up a connected employer account.
· Create a company profile for your department. Each department should use the following naming convention – Le Moyne College: Department Name. Please click here for a list of already established employer accounts in Handshake. For example, if Campus Life & Leadership wanted to set up an account, their company name would be “Le Moyne College: Campus Life & Leadership”
· We will approve your department as an employer and then you can start posting jobs. Please make sure to select “On Campus Student Employment” as the Job Type so students can find your jobs more easily.
Here are some excellent resources you can explore to get acquainted with the system:
· Career Advising & Development Office: [email protected] or 315-445-4185
*Once the student is hired, the same procedure applies as noted above…requesting Student Work Authorization From and new hire packet with the Payroll Office.

Level 1 – All student employment – rate is minimum wage (no courses allowed)
Level 2 – Supervisory student employment - rate is minimum wage + .50 (no courses allowed). Examples of criteria which determine a Level 2 position:
Position must necessitate familiarity with department policies/procedures upon hiring 
Position has some supervisory responsibilities
Position requires special certification/license 
Position requires advanced knowledge or skill set
Position requires non-traditional work hours 
Position requires minimal supervision; employee can work autonomously 
Position requires the ability to train other employees  
Level 3 – Pre-approved grad positions only – rate is minimum wage + 1.00 (only if position is pre-approved for courses – courses must be funded through the department’s budget). Contact [email protected] for wage level 3 approval process.
*Minimum wage until Dec. 30, 2022 is $13.20 per hour and changes effective Dec, 31, 2022 to $14.20 per hour.


Questions? Contact us

Kelly Kelly (Financial Aid Office) - For questions on Federal Work Study allotment and Student Work Authorizations Forms

Kristy Foti (Payroll) - For questions on New Hire paperwork/appointments and Student Work Authorization Forms

Chrissy Fahey (Career Advising & Development) - For questions on hiring students through Handshake