Student electronic Hire
Access the E-HIRE tool
From mycampus.maine.edu, select HR, then under the Manager Self Service drop down, select the Student Hire tile. Then select Student Hire Request.
e-hire Sections
1. Employee Section: In this section, enter the student’s information carefully. It is essential to ensure that you are working with the correct student record. Verify that your Department code is correct, and confirm that the student is enrolled at least half-time for the current term.
Note: If you do not know the Student’s ID, you can use the search button to find them. If the Student ID box turns red when an ID is entered, we recommend deleting the ID number, then use the search button above to search the student by their first and last name. Once you select the student and hit Apply and the hire request should be populated.
2. Job History: This chart displays the student’s current and past job assignments. Select only the job(s) that are related to the position you are hiring for within your department.
3. Hiring Details: The EMPL Record distinguishes multiple jobs a student may hold, with Record 0 as the first position. The Position Number is an eight-digit code identifying the job type; at UMS05, student employees use code 00015719. Location shows where the work is done, and the Job Title should match the student’s actual duties. Reports to EMPLID identifies the supervisor. If you click “use selected job” in step three, it will import some of this information.
4. Funding: The Distribution Category determines how a student is paid, whether through Federal Work Study, student regular (department), or both. The Chartfield Information section, provided by your department’s payroll processor, must always be completed to ensure wages are covered if funds run out or if a departmental share is required even for work study positions. If the chartfield is correct, you should see a related ComboCode.
5. Comments and Submit: Manager Comments allows you to provide any special processing information, such as special pay rates, funding splits, or other relevant student details. Once complete, you must click Submit for Approval. Student Employment cannot view the job until this step is completed.
making changes to a student’s current job
Other ACtion Types
How to View Pending and Hired Students
Under the Student Hire tile, supervisors can review both pending and completed student hires. For pending requests, supervisors can see whether the hire is awaiting action from Student Employment or Payroll, and whether the student has accepted the job.
Student Electronic Hire
Access to the E-Hire Tool
From mycampus.maine.edu, select HR, then under the Manager Self Service drop down, select the Student Hire tile. Then select Student Hire Request.
Sections of the E-Hire Tool
1. Employee Section: In this section, enter the student’s information carefully. It is essential to ensure that you are working with the correct student record. Verify that your Department code is correct, and confirm that the student is enrolled at least half-time for the current term.
Note: If you do not know the Student’s ID, you can use the search button to find them. If the Student ID box turns red when an ID is entered, we recommend deleting the ID number, then use the search button above to search the student by their first and last name. Once you select the student and hit Apply and the hire request should be populated.
2. Job History: This chart displays the student’s current and past job assignments. Select only the job(s) that are related to the position you are hiring for within your department.
3. Hiring Details: The EMPL Record distinguishes multiple jobs a student may hold, with Record 0 as the first position. The Position Number is an eight-digit code identifying the job type; at UMS05, student employees use code 00015719. Location shows where the work is done, and the Job Title should match the student’s actual duties. Reports to EMPLID identifies the supervisor. If you click “use selected job” in step three, it will import some of this information.
4. Funding: The Distribution Category determines how a student is paid, whether through Federal Work Study, student regular (department), or both. The Chartfield Information section, provided by your department’s payroll processor, must always be completed to ensure wages are covered if funds run out or if a departmental share is required even for work study positions. If the chartfield is correct, you should see a related ComboCode.
5. Comments and Submit: Manager Comments allows you to provide any special processing information, such as special pay rates, funding splits, or other relevant student details. Once complete, you must click Submit for Approval. Student Employment cannot view the job until this step is completed.
Other Uses for the E-Hire Tool
The E-Hire process can also be used to make changes to a student’s current job.
– TER (Termination): if a student leaves before the planned end date.
– EFF (Effective Date Change): if a student begins earlier than expected and needs a new start date in order to enter time.
– DIS (Distribution Category Change): if the department changes the account used for payment.
– JOB (Job/Pay Change): if the student’s pay is adjusted based on their work duties.
Other Action Types:
– ADD (Additional Job in Department)
– DEP (Department Change)
– FUN (Funding Change)
– LOC (Location Change)
– REP (Reports To/Supervisor Change)
How to View Pending and Hired Students
Under the Student Hire tile, supervisors can review both pending and completed student hires. For pending requests, supervisors can see whether the hire is awaiting action from Student Employment or Payroll, and whether the student has accepted the job.