Supervisor Guidelines
Student Employee Resources — Payroll & Breaks
- Accessing Paystubs & Sick Time: Visit the Payroll site and follow the registration instructions.
- Meal breaks: If working > 5 hours, provide a 30-minute unpaid meal break. The employee may waive it if they will not exceed 6 hours that day.
- Rest breaks: Provide 10 paid minutes per 4 hours (or substantial fraction). Schedule near the middle of the work period when practicable. Not required for shifts < 3.5 hours.
Timesheets
- Due: Submit to Payroll by the 10th of the month.
- Use the Excel templates from Finance & Administrative Services (Payroll requires templates campus-wide).
- Send all templates to Lisa Hotchkiss and copy Katie Jimenez-Tuscano.
- Departments must retain detailed day/hour records for audit; template options (including international student versions) are on the Payroll site.
Sick Leave
Plan year: July 1 – June 30
- Use for the employee’s health needs or a qualifying family member (parent, child, spouse, registered domestic partner, parent-in-law, sibling, grandchild, grandparent).
- Also permitted for protected reasons related to domestic violence, sexual assault, or stalking (Labor Code §§ 230(c), 230.1(a)).
Usage rules
- Max 8 hours/day; max 40 hours / 5 days per fiscal year. No advancing beyond the annual cap.
- If foreseeable, provide advance notice; otherwise notify as soon as practicable.
- The employee records sick time on the monthly timesheet (supervisor may enter when notified).
- No payout at separation; hours are not transferable to other CCC/K-12 institutions.
Evaluations & Pay Increases
0–200 hours
Current rate: $17.50
200 hours
- Current rate: $18.00
- Automatic the pay period after reaching 200 hours
- Supervisor appraisal
600 hours
- Current rate: $18.50
- Not automatic
- Supervisor appraisal
- 1 unit (minimum) of Work Experience completed
Need help?
Call the Career Hub front desk at 707-527-4329 and ask for Jamie Longnecker, Coordinator, Workforce Development
Supervisor Guidelines — FAQ
What’s the difference between meal and rest breaks?
Meal breaks: If a student works more than 5 hours in a day, provide a 30-minute unpaid meal break. They may waive it only if the shift will not exceed 6 hours.
Rest breaks: Provide 10 paid minutes per 4 hours (or substantial fraction). Schedule near the middle of the work period when practicable. No rest break is required for shifts under 3.5 hours.
Which timesheet template should we use?
Payroll requires the official Excel templates (not free-form timesheets) for consistency. Find the latest versions (including international student templates) on the Payroll site. Submit completed templates to Lisa Hotchkiss and copy Katie Jimenez-Tuscano by the 10th of each month.
How does sick time work for student employees?
- Plan year is July 1 – June 30; max 40 hours / 5 days per year; max 8 hours per day.
- Use for the employee’s or a qualifying family member’s health needs; also permitted for protected reasons related to domestic violence, sexual assault, or stalking (Labor Code §§ 230(c), 230.1(a)).
- If foreseeable, provide advance notice; otherwise, notify as soon as practicable.
- The employee records sick time on the monthly timesheet; supervisors may enter when notified.
- No payout at separation; hours are not transferable to other CCC/K-12 institutions.
When do pay increases apply (200 / 600 hours)?
- 0 – 200 hours: $17.50 / hour.
- 200 hours: $18.00 / hour; automatic next pay period after reaching 200 hours; requires supervisor appraisal.
- 600 hours: $18.50 / hour; not automatic; requires supervisor appraisal and at least 1 unit of Work Experience completed.
For rehires, when can my student start working?
For most rehires (not just fiscal-year rollover), Career Hub & HR must verify the last date worked and work-authorization documents. If current, the student is cleared via email with their EID. If updates are needed, the student completes any required documents first. Do not allow work until the official clearance email is received.
Who do I contact if I’m still unsure?
Call the Career Hub at 707-527-4329 and ask for Jamie Longnecker, Student Employment Coordinator.