Supervisor Resources

This page provides supervisors at Colorado State University Pueblo with essential information for hiring, training, and managing student employees. Use this resource to review policies, access forms, confirm job categories, and stay compliant with university and federal requirements.

I-9 Employment Eligibility Compliance

Supervisors – please remember the employer (Colorado State University Pueblo) must ensure that each employee completes Section 1 of Form I-9 by their first day of work for pay. Employees may complete their I-9 in Workday under Complete Form I-9, this task will only be available to students once you have started the hiring process.

Review acceptable identification documents on the USCIS website, and remind students to bring original documentation to Student Financial Services to complete their I-9 identification verification.

W-4 State and Local Withholding Elections

Student's will fill out their W-4 in Workday after on boarding process has begun. They will type in Complete State and Local Withholding Elections. If there are questions pertaining to W-4 information, contact the Payroll office.

Student Employment Start & End Dates

Student employment periods follow the academic calendar. Please ensure hiring paperwork, referrals, and timesheets align with these dates:

Fall 2025: August 1 – December 31
Spring 2026: January 1 – May 16
Summer 2026: May 17 – July 31

Dates are subject to change based on university policy and payroll schedules. Departments should verify deadlines each term with Student Financial Services and Human Resources.

Allocations

Allocations for work-study positions are contingent upon available funding. To request allocations for your department, you must submit an Allocation Request Form. Student Financial Services (SFS) will notify departments when requests are available to submit.

Allocations are established for both the fall and spring semesters. Indicate the desired number of positions for each semester on the request form.
Once total allocations are determined, the distribution of positions within your department is managed by the department, not SFS.
Summer allocations are determined in April and depend on remaining federal funds from fall and spring. Summer requests are submitted on a separate Allocation Request Form.

Allocation monitoring will change with the transition to Workday. A new tracking method for allocations is currently being developed. Additional information will be provided before the start of the summer Work-Study period.

Job Profiles & Descriptions

Categories, descriptions, wage levels, and definitions are listed below for your convenience. Please use these as a resource when creating new postings or modifying existing ones.

Academic

Library Aide, Gallery Monitor, Study Group Director, Teacher’s Aide, Test Grader, Peer Advisor, Interpreter, Translator, Grant Assistant, Research Assistant

Labor

Custodian, Fleet Manager, Grounds Keeper, Valet Parking

Office

Clerical Assistant, Office Assistant, Student Receptionist

Security

Parking Enforcement, Campus Security

Service

Child Care Assistant, Copy Center Clerk, Cashier, Mail Clerk, Games Room Attendant

Sports/Rec

Assistant Coach, Athletic Aide, Trainer’s Aide, Team Manager, Lifeguard, ELC, Intramurals

Technology

Audio-Visual Production, Photographer, Stage Technician, Computer Technician, Computer Programmer, Webmaster

Job Profile Wage Rates & Definitions (Still Updating)

Wage levels and descriptions for student employee classifications.
Level	Hourly Range	Definition
Level I	$15.16 – $16.00	Performs work of routine nature under direct or moderate supervision or within well-defined procedures and guidelines. Requires little decision-making and minimal experience.
Level II	$15.16 – $17.00	Performs work of average difficulty without direct supervision. Includes jobs of increasing responsibility. Previous experience and special skills may be required.
Level III	$15.16 – $19.00	Performs specialized or technical work. Requires advanced training and/or experience. Student works independently and demonstrates a high degree of competence.
Level IV	$15.16 – $21.00	Duties are varied and moderately complex with substantial responsibility and judgment. May supervise other student employees. Requires specific skills and independent judgment.
Level V	$16.00 – $25.00	Duties are specific and complex with the highest degree of responsibility. Typically reserved for graduate students and positions outside the general wage level structure.

Supervisor Responsibilities

Supervisors are responsible for ensuring compliance with university, state, and federal regulations related to student employment. Review these responsibilities carefully each year and acknowledge them in AIS before managing student employee positions.

Read the Policies & Procedures for Supervisors of Student Employees.
Confirm that potential student employees are actively enrolled in at least six (6) credits per semester.
Verify work-study eligibility in PAWS or confirm with Student Financial Services if uncertain.
Screen and interview applicants.
Ensure students complete I-9 and W-4 documents in Workday. This will not hold up employment, but failure to fill these out will result in holding pay until they are complete.
Have each student sign a Student Employment Acknowledgement defining job expectations.
Review time records for accuracy and ensure students log in and out each day.
Confirm weekly that student employees do not exceed 20 hours per week (workweek begins on Saturday).
Approve and submit time to Payroll by published deadlines. Late timesheets will delay student paychecks.
Obtain documentation from professors if students work during canceled or shortened class periods.
Authorize work beyond regular university hours only with prior approval.
Monitor student earnings; departments are charged for any wages exceeding the student’s work-study award.
Conduct evaluations annually or complete and End Job task in Workday to remove a student position from your Job Management Org.

Hiring & Timesheet Guidelines

Supervisors must ensure all student hiring, job posting, and timesheet processes follow university policy and payroll deadlines. Please review the following key points before hiring or approving hours:

Posting Jobs: This will take place in Workday
Payday: Student hourly and work-study employees will be paid on the bi-weekly cadance. Refer to 2026 Master Payroll Schedule for specific pay dates.
Timesheet Deadlines: Hours should be entered and approved daily.
I-9 & W-4: Students must have their I-9 and W-4 forms completed before submitting an employment referral. Ensure they bring the required documents to Student Financial Services.

For detailed steps on the student employment process, please review the Student Employment Supervisor Work Flow guide available through Student Financial Services.

For questions about postings, referrals, or timesheet submissions, contact financialaid@csupueblo.edu .

Supervisor Forms & Resources

The following forms and guides support the hiring, supervision, and evaluation of student employees. All documents are ADA-accessible and open in a new tab.

📄 Policies & Procedures for Supervisors of Student Employees 📄 Submitting a Referral 📄 Approving Timesheets 📄 Student Employment Acknowledgement 📄 Submitting a Job Description 📄 Submitting an Announcement 📄 Student Employee Performance Evaluation 📄 Non-Student Hourly Authorization Form 📄 Anti-Discrimination Policy 🌎 International Student Employment Checklist 🕒 Entering Work-Study Hours 💼 Stipend Position Reclassification Form

Stipend Position Reclassification

Paying students an hourly wage is more appropriate than providing a stipend when they are performing tasks or services that directly benefit the institution. IRS and labor regulations require that compensation for work performed be treated as wages, with appropriate tax withholdings and reporting.

A stipend is a fixed sum of money provided to support attendance or participation in educational programs, workshops, or projects. Stipends are not payment for services rendered and are not tied to an employer–employee relationship. According to IRS regulations, payments made in exchange for services are considered wages and must be treated as such.

Position Types

Stipend (via SFS): For positions that do not require specific services in exchange for payment (e.g., research fellowships, certain 3+2 positions that are not GTA/GRA).
Hourly (includes work-study): For positions that require tangible hours worked with an expectation of service.
Hourly/Stipend Hybrid: For roles with an hourly component plus a stipend to defray other costs (e.g., on-call duties).
Graduate Teaching Assistants (GTAs): Hired through Human Resources; graduate-level students who assist in teaching or related instructional duties.
Graduate Research Assistants (GRAs): Hired through Human Resources; graduate-level students who assist with research related to their academic program.

For stipend position review and reclassification, please complete the Stipend Position Reclassification Form .

Student Financial Services