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Note: When completing the forms below, you will need to use your BYU email address to have access to fill out the forms.
Note: When completing the forms below, you will need to use your BYU email address to have access to fill out the forms.
If a student has issues with their timecard, they can go in directly to their app to update their hours. Once you have approved the hours and it has been submitted for payment they will need to contact the payroll office to make any needed adjustments:
BYU Payroll Office: D-55 ASB |payroll1@byu.edu | 801-422-8186
Student Hiring
Student Hiring
Click the link below or scan the QR code to fill out a Microsoft form and begin the hiring process. Tanya will follow the student's hire to make sure that all I-9 and other employment requirements are met. Once they are good to go, I will send an email to both you and the student to let you know they are eligible to begin working. Please do NOT allow students to work until you get that email from me.
Ending a Student Job
Ending a Student Job
Click the link below or scan the QR code to fill out a Microsoft form and begin the termination process. Be careful on the end job date you put in as I am unable to adjust that after it has been submitted.
Updating Student Payrate
Updating Student Payrate
Step by Step Guide for Updating Student Hourly Rate
1. Log into Workday
Log into your Workday account using your credentials.
2. Scroll down and open your Team Org Chart
Hover over the name of the student whose wage you are wanting to update. When the three dots appear click on them to show Related Actions, click on Compensation, Click on Request Compensation Change
3. Scroll down to the Hourly section, click on the pencil to edit, update to the new desired wage amount.
Click Submit
This calendar shows when a student employee is allowed to work over the normal 20 hr/week limit.
Process for Students Needing to Work After Graduation
Process for Students Needing to Work After Graduation
Each year at the end of the semester, many colleges and departments find they need/want to have graduating student employees continue to work on unfinished projects for a temporary period of time (usually the end of summer at the latest).
The graduating student is no longer eligible to work as a student employee. Therefore, a department needs to hire that student onto a part-time STAFF position.
The process for a student employee moving to a staff position is:
(Note: Tanya will do this part, this is just FYI for what happens)
Job Description submitted to Comp Partner (can use short form for temporary slots, see attached)
Have JD evaluated
Have the position created
Create job req and have student apply (VP approval needed for internal-only postings)
Student goes through STAFF clearances
Keep in mind that the "direct hire" process is the process listed above - there is no direct moving of an employee to a different staff position without that person going through the application process in Workday.
All this work takes significant time. Departments need to do this as much in advance as possible prior to graduation. If they start after graduation, it already is too late and it sends the supervisor, HRBP, Compensation, and Recruiting scrambling too much.
Enrolling Your Team in Training
Enrolling Your Team in Training
As a manager, you can enroll your team in learning courses.
Note: If you can't access this task or have trouble completing it, please connect with your Operations Specialist.
From the Workday home page:
1. Navigate to the Learning application. To access all available applications, click on the Menu icon in the upper left corner.
2. Select Discover from the column on the left.
3. Select the Browse Learning Content link under Browse Learning Content.
4. Use the search bar or the search filters in the left column to refine your search.
5. Select your desired course.
6. Click the Enroll My Team hyperlink on the right side of the screen.
7. The Review page now displays.
8. Under Assign as Required Learning, select Yes.
Notes: Assigned Training should be required training. Training that is required will be shown in the Required for You section on the Workday Learning home page. This makes it easy for employees to find and remember.
9. Under Due Date, click the Due Date Type field.
10. Select Duration.
11. Click the Duration Unit field.
12. Select Weeks.
13. Enter 2 into the Duration field.
Note: The selections prescribed in steps 9–13 will assign a due date two weeks from the date you assigned the training.
14. Navigate to the Workers table.
15. Select the workers you would like to assign the course to by clicking the checkbox to the left of their photo.
Note: You can select all employees by clicking the checkbox located in the table header.
16. Click the Submit button.
17. After the assignment has been submitted, you can submit another Manager Enroll by clicking the View Details link in the pop-up and following steps 18–20.
I. Completing Another Manager Enroll
I. Completing Another Manager Enroll
1. Under Do Another, click the Manager Enroll link.
2. Select the Content you would like to enroll your team in.
Note: When starting another Enroll My Team from the Manager Enroll window, you are not required to return to the Browse Learning Content page.
3. Continue from step 8 in this article.
What’s Next? ▶
What’s Next? ▶
The process is now complete.
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