Employment Policy 

It is University policy that non-student hourly employment be restricted to those individuals employed to meet unexpected workloads or other short-term situations. 

Non-student hourly employment is limited to nine months in any twelve-month period; a four-month employment break is required prior to beginning a new nine-month period. This is a per employee limit and all time worked for the University, whether for one department or several, is counted toward the allowance. Departments will be notified by the Human Resources Department as non-student hourly employees approach their employment limits. Under state law, a supervisor who allows non-student hourly employment to exceed the above statutory limits may be held personally liable for the payment of wages due for work performed in excess of the prescribed limits. 

Students regularly enrolled in a Colorado junior high or high school, or any institution of higher education are granted exemption from the above provisions, provided that verification of student status is submitted to the Human Resources Department for each school term (for higher education enrollment) or each year (for junior high or high school enrollment).   

Since departments may directly hire non-student hourly employees it is essential that department personnel fully comply with the University’s nondiscrimination policy and the employment of minors provisions outlined in Section 1 of the Human Resources Manual. 

Compensation of Non-Student Hourly Employees 

1. Hourly employees appointed to state classified job classifications must be paid at the minimum hourly rate of the pay grade assigned to the job classification. 
2. Hourly employees appointed to administrative-professional classifications (008XXX-009XXX) are paid at the hourly rate assigned by the employing department 
3. Hourly employees may not be appointed as professor (007420), associate professor (007450), assistant professor (007480), graduate assistant (009980), post-doctoral fellow (009990), veterinary intern (009940), clinical psychology intern (009930), veterinary resident (009950), graduate research assistant predoc (009980), fellowship grant trainee postdoctoral (009992), student (999XXX) classifications, or other classifications specified here: https://hr.colostate.edu/hr-community-and-supervisors/classification-and-compensation/non-student-hourly/.  

Leaves and Other Benefits 

Non-student hourly employees are not eligible for benefits or for paid time off such as vacation or paid holidays. They may be eligible for medical coverage under the Affordable Care Act if they meet eligibility criteria. Non-student hourly employees are eligible for sick leave under Colorado’s Healthy Families and Workplaces Act. They are covered, however, by Workers’ Compensation and Unemployment Insurance, and, except for PERA retirees, must enroll in the PERA retirement plan. They also accrue one hour sick leave for every 30 hours worked, up to a maximum of 48 hours per year under the Healthy Families and Workplaces Act. 

CSU’s FAMLI plan provides for a portion of an employee’s weekly salary for up to 12 weeks of leave per year to care for themselves or a family member. Those who experience pregnancy or childbirth complications may receive an additional four weeks. FAMLI income replacement benefits are primary to any other leave program and runs concurrently with Family Medical Leave (FML) and any other leave program to mitigate duplication of income replacement benefits. FAMLI is available to all employees who work and live in Colorado, including faculty, staff and student employees. Employees receive job-protection through FAMLI after 180 days of employment. 

Payments to Non-Student Hourly Employees 

1. Hourly pay rates for non-student hourly employees appointed to state classified job classifications are listed in the University’s compensation plan (see Appendix 7) of the Human Resources Manual). 
2. Non-student hourly employees are paid biweekly in accordance with the schedule in Appendix 2 of the Human Resources Manual. 
3. Non-student hourly employees are normally eligible for overtime pay. Refer to Section 1 of the Human Resources Manual for a complete discussion of overtime. 
4. Non-student hourly employees are not eligible for compensatory time, shift differential or call back pay. 

Data Forms Required 

Forms must be promptly submitted to establish the individual on the files of the personnel and payroll system. Data submitted should be kept current to ensure proper reports and pay. 

Non-Student Hourly Initial Employment Form 

The Non Student Hourly Biographical and Appointment Data Collection Forms are used to provide primary data for input to the personnel-payroll system. The Biographical Data form is to be completed by the new employee, and the Appointment Data Collection Form is completed by the department and input into the personnel-payroll system for electronic approval once a hiring decision has been made. Changes to existing appointments are keyed directly into the personnel-payroll system for approval. 

The University is obligated to collect certain biographical data (gender, ethnic origin, disability status, and veteran status) to meet various state and federal reporting requirements. Since providing this information is voluntary on the part of the employee, the University does not penalize anyone for refusing to provide it, and an employee should not be asked to submit information against his will. Once information has been entered and verified for accuracy, the department should destroy and discard the form. 

Direct Deposit Authorization Form 

The Direct Deposit Authorization form should be completed with new hire paperwork to indicate the bank to which an employee’s pay will be deposited. 

Withholding Exemptions 

Form W-4, the Employee’s Withholding Exemption Certificate, designates the rate at which Federal and State income taxes will be withheld from an employee’s pay. Exemption W-4 certificates are valid for one year only and must be completed by February 15 of each year. 

When an employee is working in a state other than Colorado, they must also complete an Out-Of- State Work Location Information Sheet to ensure that the correct state income taxes are withheld. 

Hourly Timesheet 

The employee should record all hours worked in TimeClock Plus. The supervisor is responsible for reviewing and approving all hours entered by the employee.  

Employment Eligibility Verification Form (Form I-9) 

The I-9 Form must be completed within three days of commencing work. 

Statement Concerning Your Employment in a Job Not Covered by Social Security (Form SSA- 1945) 

Effective January 1, 2005, all new hires must sign a notice (Form SSA-1945) attesting to the fact that they are aware of a possible reduction in their future Social Security benefit entitlement. Notice is given to employees during the I-9 process.  The form is completed through the electronic system adopted by Human Resources when the I-9 is being completed.  Completion of this online Form SSA-1945 is required before final approval of the new hire can be made