University of Minnesota Duluth COMMUNITY SERVICE
Work-Study/Community Service On-Campus Contract

Mailing address: Community Service Program
Office of Student Employment
Darland Administration Building
255 Darland Administration Building
1049 University Drive
Duluth, Minnesota 55812
Phone: 218-726-7912
Fax: 218-726-7505

THIS AGREEMENT, made this ____ day of ________, 20__, is entered into between the University of Minnesota Duluth, herein called the "University," and __________________________, herein called the "Agency."

It is mutually agreed as follows:

1. The Agency hereby agrees to provide employment for students duly certified by the University and accepted by the Agency. A statement of certification bearing the authorized signature of an official of the University will set forth the name of each student, the maximum number of dollars the student may earn, the inclusive dates of the student's Work-Study award, and the maximum number of hours per week the student may work during academic periods. The University is not obligated to pay its share for the compensation of a student until the statement of certification is signed by an authorized official of said University.

2. Students will be made available to the Agency by the University for the performance of specified work assignments. The University, through this Agreement, does not guarantee a minimum number of students to the Agency. If a student's academic status or financial need alters said student's Work-Study award, which is determined by the University, the University must remove students from the Agency to prevent an overaward of Work-Study funds. The University shall remain responsible for its portion of the compensation earned by any duly certified student until such time as it shall inform the Agency in writing of its intention to terminate the participation of each student, except in cases when students have exceeded their Work-Study award.

3. The Agency is considered the employer for the purposes of this Agreement. It has the right to control and direct the services of the student. The University is limited to determining whether the students meet the eligibility requirements for employment under the Work-Study program, and to assigning students to work for the Agency upon an offer of employment. The student is an "at will" employee of the Agency. The Agency shall inform the University in writing of intent to remove a Work-Study employee from employment. The Agency agrees that no students will be denied employment or subjected to different treatment under this Agreement because of race, religion, creed, color, sex, national origin, disability, age, marital status, public assistance status, veteran status or sexual orientation; and that it will comply with the provisions of the Civil Rights Act of 1964 (P.L. 88-352; 78 Stat. 252) as amended; Title IX of the Education Amendments of 1972 (Publ. L. 92-318).

4. The work start date is determined by the Office of Student Financial Aid/Student Employment upon receipt of the Community Service Programs/WS Award Referral from the Agency. The Agency cannot consider the student eligible for Community Service Work-Study funds until the statement of certification is received and the Agency is notified of the official start date in writing. Any hours worked before this date are the responsibility of the Agency at one hundred percent (100%).

5. The Agency or University will not provide transportation for students to and from work.

6. The Agency shall disburse the compensation payable to the students under this Agreement, subject to the following terms and conditions:
A. For students under the Federal/State Program, the University shall reimburse to the Agency seventy five percent (75%) of the gross compensation payable to each student. After paying your students 100 percent (100%) of wages earned, your Agency must request a seventy-five percent (75%) reimbursement from the University of Minnesota Duluth for each payroll period. Agencies are required to send in a request for reimbursement at least once a month.

The University will make its remittance to the Agency on at least a monthly basis. Please submit reimbursement documents by the tenth of each month.

For reimbursement, the Agency must furnish to the University for each payroll period the following records for review and retention:

(1) An invoice on your Agency's letterhead billing the University for seventy-five percent (75%) of the student's gross earnings. The invoice must include: the date completed, an invoice number, the student's name and social security number, the pay period beginning and ending dates, and the total reimbursement requested.

If you have more than one student employed, a separate invoice is required for each student.

(2) Official University of Minnesota Duluth timesheets for each pay period that contain the following: student's name and social security number, the actual number of hours worked each day to include starting and ending times (including AM or PM), the pay period beginning and end dates, the daily total and pay period total of hours worked, the student's and supervisor's signatures, and a review of the student's job performance for the pay period.

Note: Federal and state regulations state that reimbursement cannot be provided for unsatisfactory student work, for work on an official University holiday, or for lunch or break periods. Please monitor the student's hours to ensure that lunch or breaks and University holiday hours are not being submitted.

(3) Documentary evidence that students received payment for their work, such as a copy of the paycheck, paycheck stub and original (not photocopy) signature of receipt by the student.

(4) A separate Billing Pay Sheet for each student identifying the period of work (beginning and end dates), student's name and social security number, the student's total Work-Study award, the student's hourly wage rate, the number of hours the student worked, the student's gross pay, the seventy-five percent (75%) reimbursement amount applicable to each pay period and the original signature of an Agency official.

The Agency must retain a photocopy of the timesheets, invoice, billing sheets, and student's paystubs.

B. Students must be paid for all work performed. The Agency shall pay one hundred percent (100%) of the salary that is in excess of the awarded amount. In addition, the Agency will be responsible for one hundred percent (100%) of all earnings submitted incorrectly and/or for timesheets, which are missing or contain discrepancies or inaccuracies that do not pass official audit standards and/or for earnings submitted for ineligible students.

C. All payments due as the employer's contribution under state, federal, social security laws, or under other applicable laws will be made by the Agency from Agency funds.

D. The Agency must provide Workers Compensation that will cover the student in the case of an injury to the student while on the job.

E. Students must not work more than forty (40) hours per week.

F. As an employer of Work-Study students, the Agency agrees to:

(1) Monitor the earnings of the Work-Study employee(s). The Work-Study Referral Form will state the maximum amount the student(s) may earn during the terms indicated.

(2) Check the registration status of the Work-Study employee(s) each semester. Undergraduate and graduate students must hold at least half-time status (See University of Minnesota Duluth Student Employment Rules for definitions of half-time registration) throughout the academic year to be eligible for Work-Study. Registration through day school and/or extension is acceptable, but correspondence courses (Independent Study) and registration for "Audit Only" (visitor status) do not count toward the required credit load.

G. The Agency shall furnish to the University such information as may be necessary for the University to comply with the regulations of the U.S. Office of Education and/or the Minnesota Higher Education Services Office pertaining to the state Work-Study program.

7. The Agency will be responsible for the supervision of work performed by students participating in any project under this Agreement, and will make available to the University the names and locations of Agency supervisors.

8. The Agency will permit the University, from time to time as it may request, to inspect the premises in which the student is working under this Agreement, and will review with the University the working conditions and job requirements of all such students.

9. Work to be performed under this Agreement will not result in the displacement of employed workers or impair existing contracts for services, and must not involve the construction, operation, or maintenance of any facility used, or to be used for sectarian instruction or as a place of religious worship. Further, no project may involve political activity.

10. This Agreement shall supersede any and all prior Agreements between the University and the Agency regarding the mutual operation of a Work-Study program under the provisions of the Federal and State Work-Study program.

11. This Agreement shall take effect ________________and terminate _____________________unless amended in writing as mutually agreed upon by both the Agency and the University; however, either party may terminate upon ten working days written notice. Should such right of termination be exercised, then only the pro-rata portions of such Work-Study installments coming due herein shall be paid or shall the terminating party be liable for.

Agency Signatures University Signatures

Program Director

 

Date Program Director Date

Finance Officer

 

Date Program Coordinator Date

Student's Supervisor

 

Date Office of the Treasurer Date

Return this form to Mary L. Cameron at the above address.

If you have any questions, contact Mary at 218-726-7912 or email: mcameron@d.umn.edu.