September 2022

1. Student Employment – Hiring and Supervising Students
2. Budget for New Air Travel Carbon Surcharge
3. Expiring PCards
4. Business Meal Limits
5. International Wires
6. Foreign Visitor Payments

1. STUDENT EMPLOYMENT – Hiring and Supervising Students
Hiring Students
As a reminder, students should not be allowed to work until they have been successfully hired into a student position in the Student Employment System, which gives the student access to Workforce Time. Allowing students to work before they are able to report their worked hours in Workforce Time (and before eligibility to work has been confirmed) puts both the student and the University at risk of non-compliance. Any questions related to posting a job on Handshake can be directed to . Questions about hiring a student in the Student Employment System or Workforce Time can be directed to .

Campus Employment for Supervisors of Students
Register for a comprehensive session on campus employment from a supervisor perspective through Success at Wes. Several sessions will be held in during the academic year, with the next session at 1pm on September 14th via Zoom. This session is an introduction to campus employment for supervisors and hiring managers of Wesleyan student employees. Hear from colleagues in the Gordon Career Center (Campus Employment), Payroll, and Financial Aid to learn everything you need to know about hiring and managing student employees. Learn how to post a job on Handshake and collect applications, required steps for on boarding a new student employee, and how to report a hire in the Student Employment System. Learn how to use WorkForce Time manager functions and workflows to review and process payroll for your student employees. Gain insight into work-study at Wesleyan, including eligibility, earnings, and the University’s budget-split matching program available to departments.

This session is 2 hours in length. Topics will be covered in the following order – feel free to join for one or all of the topics:

• How to use post a job and recruit applicants for a position (Handshake)
• Employment rules for international students (OISA and International Tax)
• Work Study Students – How to find them and how it works (Financial Aid)
• How to hire a student in the Student Employment System
• How to use Workforce Time to review and approve timesheets as a supervisor (Workforce Time)

As previously announced, to help meet the University’s goal of achieving carbon neutrality from all greenhouse gas emissions by 2035, Wesleyan will pay a 5% carbon surcharge for all university-funded airfare costs beginning on September 1, 2022. These funds will be used by the Sustainability Office to purchase regional carbon offsets annually. Budget has been loaded to operating smartkeys (excluding cost-centers) for 5% of FY19 air travel costs to help cover the costs of these offsets.

Please let Accounts Payable know when you receive a new pcard in the mail once your current one expires. You can send an email to and confirm receipt of the new card, the last 4 digits of the card and the expiration date.

Effective September 1, 2022 the limits in Section II.C.4 of the Travel Policy related to non-travel meals have increased as follows:

Dinner $65
Lunch $30
Breakfast $25

Note that alcohol is not covered for breakfast or lunch.

Effective September 1, 2022, a bank letter with wire instructions will be required for wire requests. Any questions related to wire requests should be directed to

The following is a reminder related to payment processing for foreign visitors as activity is increased during the fall and spring semesters.

Understanding that international cultural engagement fuels creativity, supports diplomacy, and enriches artistic offerings, it is crucial for both foreign visitors and Wesleyan to comply with US immigration work restrictions and federal tax law. Payments to foreign individuals and businesses are highly regulated and non-compliance could jeopardize a visitor’s visa status and/or future visits to the US. The University will only make payments to eligible individuals upon receiving proof of such eligibility. To that end, it is extremely important to notify Finance, Christine Rodrigue, x3502, prior to requesting and/or accepting the services of a foreign person inside the US or foreign business for anything other than materials purchased. Please see NRA Visitor Payment Checklist.