Employment Procedures

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Contents 1 General Information 2 Research Associate Positions 2.1 A. Senior Research Associate 2.2 B. Research Associate 2.3 C. Visiting Scholar 2.4 D. Scholar 3 Temporary Labor Employee 3.1 A. On-Call Employees 3.2 B. Temporary Employees 3.3 C. Off campus employees 3.4 D. Minor On-Call Employees 4 Student Employees 4.1 A. Guidelines for Student Employees 4.2 B. Graduate Student Summer Employees 4.3 C. Student Time Sheets 5 Employment Documentation 5.1 All MSU employees are required to have the following documentation: 5.2 1.) I-9 Immigration Reform and Control Act 5.3 2.) Social Security Card 5.4 3.) Federal and State Income Tax Forms 5.5 Additional required forms for Student Employees 5.6 Additional required forms for Temporary Labor Employees 5.7 New Employee Checklist 6 Payroll Information 6.1 A.) Research Associates 6.2 B.) Labor Employees, Temporary Employees and Minor on Call Employees 6.3 C.) Student Employees 7 Employment Termination

General Information

Employment within the Department of Plant Biology that can be processed internally falls into three basic classifications; Research Associates, Part time and Temporary Employees, and Student Employees. Other positions such as Academic and Administrative Staff and full time support staff are hired through Human Resources.

The following individuals must be compensated as employees:

1. Anyone employed by MSU within the last three months.
2. Anyone performing research duties under supervision of the Professor.
3. Anyone currently enrolled as a MSU student.
4. An MSU graduate employed by the department in which they earned their most recent degree (within three months of completing their degree)

Research Associate Positions

Reasearch Associates are appointed on a fixed-term basis to work on research projects with MSU faculty; they are members of the academic staff of MSU. Research Associates must have a doctoral degree (Ph.D., Ed.D., M.D., D.O., D.V.M.) or its equivalent. The following documentation is required for all Research Associate positions:

1. Letter of Offer
2. Letter of Acceptance
3. CV
4. Proof of degree

a. Copy of Ph.D.

b. Transcript

c. A letter on Departmental stationary from the Chairman of the degree granting department stating that "all requirements for a Ph.D. in (subject) have been completed by (name). A Ph.D. was granted on (date)". Please note: the University restricts the time that we are allowed to appoint a person when we are using a letter. We can process a 9 month appointment only. A reappointment must be completed after 9 months with a copy of their degree or an official transcript.

A. Senior Research Associate

Senior Research Associates are appointed on a fixed-term basis to work on research projects with MSU faculty; they are members of the academic staff of MSU. The senior research associate is distinguished from the research associate by a substantial research publication record and scholarly recognition in the field and is expected to participate intellectually with faculty and graduate students. A Ph.D. or its equivalent is required with experience to develop a substantial research and publication record.

B. Research Associate

Research Associates are appointed on a fixed-term basis to work on research projects with MSU faculty; they are members of the academic staff of MSU. Employment as a Research Associate is limited to a maximum of 60 full-time equivalent service months.

C. Visiting Scholar

A Visiting Scholar must be a foreign national. The documentation requirements for visiting scholars are the same as the Research Associates position requirements.

D. Scholar

Scholars are unpaid visitors but they are eligible for University affiliation and some employee privileges such as use of the MSU library system.

Employment Forms

Payroll Information

New Employee Checklist

Visa Information

Temporary Labor Employee

The temporary labor payroll system-was designed to employ persons who are not students of MSU and will only be employed on a temporary basis. there are two types of temporary labor employees: On-call employees and temporary employees.

A. On-Call Employees

On-call employees are limited to 19 hours a week and can work indefinitely with no end date.

B. Temporary Employees

Temporary employees may work up to 40 hours a week, but are limited to an employment period of up to 120 days. A 60 day extension may be granted if it is requested prior to the employee's end date. Otherwise their employment must be terminated or changed to on-call status and their hours reduced to 19 per week.

C. Off campus employees

Off campus employees are subject to different regulations. Please consult with the Plant Biology office for specific information.

D. Minor On-Call Employees

Minor on-call employee status applies to part time employees who are not of legal age. They must meet all legal requirements for employment, including restrictions on the type of work to be performed, limits on hours worked, and possession of appropriate documentation. Employees in this classification are limited to no more than 1039 work hours annually. They must not exceed 48 hours of work and school combined per week. They must obtain a work permit from their school and have it completed before they can begin working. A Parent Consent Form is also required.

Employment Forms

Payroll Information

Minor On-Call

Student Employees

An individual may be considered a student employee if she/he has been assigned a student number, has attended AOP, and/or has been admitted/readmitted for fall semester and is enrolled for summer or fall semester classes. A student hired for summer semester cannot begin working until the semester officially starts if she/he was not enrolled spring semester. New students cannot begin working until they have gone through AOP.

A. Guidelines for Student Employees

Student employees are not to exceed a total of 29 hours per week with all campus jobs combined. International students are limited to a total of 20 hours per week. All student employees may work up to 40 hours per week during breaks and exam weeks.

B. Graduate Student Summer Employees

If a graduate student does not need research credits for the summer semester, they can be hired as a student employee. As long as they have enrolled for fall semester their health insurance and benefits will continue, they will save the cost of summer tuition and fees, and they can continue with their assistantship in the fall. Both the student and the employer will be responsible for paying the required 7.65 fringe rate.

C. Student Time Sheets

You can find the time sheets online here. They are listed by the dates that the time sheets cover.

Employment Forms

Student Payroll

Student Employee Handbook

Employment Documentation

All MSU employees are required to have the following documentation:

1.) I-9 Immigration Reform and Control Act

(a.) The I-9 form and the list of required information can be found online at http://www.uscis.gov/files/form/i-9.pdf. New employees will need to complete the I-9 and bring it to the main office along with the necessary supporting documentation listed on page 3 of the form. Previous and current MSU employees have an I-9 on file with Human Resources and do not need to complete a new form.

(b.) International employees must fill out their I-9 form at OISS (Office of International Students and Scholars) located in the International Center, room 103.

2.) Social Security Card

(a.) All employees must present their original social security card before they can be hired. If an original is not available an application for a replacement can be found online at http://www.ssa.gov/ssnumber/.

(b.) International employees should apply for a Social Security Card immediately upon arrival. They are allowed to work for one month while waiting for the card to be issued. After one month the University will hold paychecks until they have received a copy of the SS card. Help in applying for a Social Security card is available at the Office of International Students and Scholars (OISS) located in the International Center.

3.) Federal and State Income Tax Forms

(a.) Research associates with an MSUnet ID can complete their tax forms (Federal and State W-4) on line using the MSU epayroll system at http://www.epayroll.msu.edu.

(b.) Student employees can complete their tax forms (Federal and State W-4) online using the STUINFO site or www.epayroll.msu.edu.

(c.) Temporary labor employees and on call minors can complete their tax forms in the office or download the forms from http://www.ctlr.msu.edu/download/scripts/form_search.asp?Department=Payroll and bring them to the main office to be submitted to the payroll department.

(d.) All international employees can receive assistance with their tax forms from the Payroll office. Additional tax information for international employees can be found at http://www.ctlr.msu.edu/payroll/tax_forms_int.htm.

Additional required forms for Student Employees

(a.) Plant Biology Student Employee Information Form

(b.) Employment Information Form (completed by the supervisor)

(c.) Change of Status Form (use this form to make changes to a current employee's salary or to pay them from a different account)

Additional required forms for Temporary Labor Employees

(a.) Plant Biology Temporary Labor Employee Information Form

(b.) Employment Information Form (completed by the supervisor)

(c.) Change of Status Form (use this form to make changes to a current employee's salary or to pay them from a different account)

New Employee Checklist

Payroll Information

A.) Research Associates

(1.) Sign up for direct deposit at www.epayroll.msu.edu. Allow 10 business days for your payroll information to be available on line. You will need to have an MSUnet ID to access your account information.

(2.) Research Associates are paid monthly on the last working day of the month. If the hiring forms are complete by the 10th of the month you should receive a check for that month. Checks arrive in the office after 2:00pm and can be picked up in the office or put in your mailbox.

B.) Labor Employees, Temporary Employees and Minor on Call Employees

(1.) Direct deposit forms are available in the main office or can be printed from the payroll website. Bring your completed forms to the main office and we will submit them to the payroll department.

(2.) Time sheets are available in the main office. All labor employees should use the blue sheets to submit their hours. The pay schedule and due dates are printed on the forms. All time sheets are due in the office at noon on the Tuesday after the end of the pay period. They must be filled out completely and signed by your supervisor. Late time sheets will be held until the following pay period. No hand drawn checks will be issued for late time sheets.

(3.) Labor employees are paid every two weeks. The checks arrive in the office sometime after 2:00pm on Friday and can be picked up in the office.

C.) Student Employees

(1.) Student employees can sign up for direct deposit and view their payroll information via the STUINFO link or by logging on to www.epayroll.msu.edu.

(2.) Student employees should use the green time sheets to submit their hours. Time sheets are available in the main office and are due at noon on the Tuesday after the end of the pay period. The pay schedule and due dates are printed on the forms. All time sheets must be filled out completely and signed by the supervisor. Late time sheets will be held until the next pay period. No hand drawn checks will be issued for late time sheets.

Employment Termination

Faculty, Staff and Graduate Students must submit a letter of termination which includes the date of their last day worked. A termination of employment form and the Termination Checklist will be completed by the employee and the Department Administrator.