Center for Human Resources
Student Employment Authorization Form
Frequently Asked Questions
- What is the HCM Empl ID Number and where do I get it?
- Is the HCM Employee ID the same as the Red-ID or Social Security Number?
- What is an employee record number?
- What is the Department ID?
- What is the HCM Position Number and where do I get it?
- What is a Job Code?
- When do you expect this student job to end?
- What if a student has more than one hourly rate or position?
- What do you mean by standard hours/week?
- What is FWS Job Title and FWS Job Number?
- What is Student Payroll employment eligibility verification?
- Do we need to terminate students or can we just not submit time?
- Does the employee have to sign this form?
- Who do I contact for more information or assistance?
Q1: What is the HCM Empl ID Number and where do I get it?
A: Each employee who has a record in the HCM PeopleSoft system has a 9 digit Employee ID number that is unique to them. Lists of current students will be provided to departments which will show their Employee ID. New employees should leave this blank as the Employee ID is automatically system generated when their information is entered into HCM PeopleSoft.
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Q2: Is the HCM Employee ID the same as the Red-ID or Social Security Number?
A: No, the Employee ID is a unique key to the employee record, whereas the Red-ID and Social Security Number are employee-record, data-elements saved in the HCM PeopleSoft database.
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Q3: What is an employee record number?
A: If a student has more than one assignment on campus, or is funded from more than one position (for split funding or working in two departments), then they may have multiple record numbers. It is important to list the correct record number if you are extending an existing appointment or changing the salary rate on an assignment.
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A: All campus departments in PS HCM have a 5 digit identifier which is referred to as the Dept ID. SDSU has used the existing Oracle Org numbers (example: HR is 68006). If you do not know your department ID, contact your respective divisional coordinator and they can provide you with your department number.
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Q5: What is the HCM Position Number and where do I get it?
A: The Position Number is a 8 digit number which links a person to a job record. Department/Divisional Coordinators will be provided with lists of valid positions for their department. In the case of students, many students can have the same position number. It is important to have the correct position number because it links such things as supervisor, department, and charging instructions.
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A: Job Code in PS HCM is what we commonly know as Classification Code. It is the 4 digit classification code of a person’s job. Common values will include:
- 1150 Instructional Student Assistant
- 1151 Instructional Student Assistant On Campus Work Study
- 1868 Student Non Resident Alien Tax
- 1869 Resident Assistant
- 1870 Student Assistant
- 1871 Student Trainee, On Campus Work Study
- 1872 Student Trainee, Off Campus Work Study
- 1874 Bridge Student Assistant
- 1875 Bridge Student Trainee, On Campus Work Study
- 1876 Bridge Student Trainee, Off Campus Work Study
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Q7: When do you expect this student job to end?
A: All Work Study jobs must end at the end of the semester/term of the work study award. All other student jobs should have an end date for the semester or the academic year, or June 30 as appropriate to the student. In Spring you will have an opportunity to extend those appointments that may continue on to the following academic year.
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Q8: What if a student has more than one hourly rate or position?
A: You can enter both rates/positions on this form if they are for the same department and they will be included on the person’s record in PS HCM, or you can attach two separate forms. Just be sure we can tell which information goes with which position. If a student works in more than one department, a separate form is required for each.
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Q9: What do you mean by standard hours/week?
A: This is for reporting use only. If you anticipate your student to work 10 hours a week, include that figure (10). If the student has multiple jobs, their overall assignment summary page will show the total hours for all positions. This does not affect payroll or time actually worked.
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Q10: What is FWS Job Title and FWS Job Number?
A: These relate solely to student work study positions and are not applicable to other student positions. Department work study coordinators will provide this information.
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Q11: What is Student Payroll employment eligibility verification?
A: This process must be completed and the form must be initialed before any student is eligible to work. This applies to all new hires, or former student assistants, not employeed within the past calendar year. Students employed spring and summer semesters, do not need to obtain this signature. (See instructions, Student Employment Authorization Form, page 2.) 
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Q12: Do we need to terminate students or can we just not submit time?
A: PS HCM offers the campus many new functions and features. If students are not terminated when their jobs end, they will continue to show as active workers (even though they don’t receive pay) and are included on department lists and reports. It is important that campus records accurately reflect our employee population. Use this form to let Human Resources know we can end the person’s employment record.
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Q13: Does the employee have to sign this form?
A: With exception of termination, Yes.
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Q14: Who do I contact for more information or assistance?
A: For questions about which position number to use, contact your department budget/resource person or your divisional budget coordinator. For other questions contact The Center for Human Resources at ext. 4-4533.
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Last updated March 27, 2008
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