Employment Quick Reference

All payments for services (wages, honorariums, non-IRS qualified stipends, etc.) for any CSU or Cal Poly Corporation employee (faculty/staff) or student must be processed through payroll regardless of the funding source. All hours worked under all statuses will count toward applicable classification maximums.

Hiring Student Employees using University Campus Program (UCP) funds (formerly Cal Poly Foundation)

There has been a change in the hiring process of student employees using University Campus Program (UPC) funds (formerly Cal Poly Foundation). Effective immediately all students hired using University Campus Program (UCP)funds have been move from CPC employment to State employment. Instructions for hiring students have been have been posted on the University Campus Programs website (http://afd.calpoly.edu/fiscalservices/university_campus_programs.asp) If you have any questions, please contact Jennifer McCarthy at 805/756-6116.

Regular Student Assistant Appointment

  • Students must be enrolled at Cal Poly with minimum of 6 units for undergraduate status and 4 units for graduate status unless this is their last quarter. See exceptions for Foreign and Federal Work-Study students below.
  • Regular students (excludes foreign and FWS students) may work up to 20 hours per week during academic quarters and up to 40 during summer and quarter breaks with a 1400 per calendar limit.
  • Student workers are only required to undergo a background check if it is required by law.
  • Each student must complete the following documents: Payroll Information Form, I-9, and CPC Student/Intermittent Application. A W-4 form need only be completed if the student wishes to claim an exemption other than Single-0. The I-9 must be completed by the student on the first day of employment and his/her I-9 documents submitted to Human Resources prior to beginning work. All documents may be found on our Cal Poly Corporation website under Forms & Procedures.

Foreign Student Appointment

  • Foreign students must be enrolled in 12 units undergraduate (8 graduate) and work no more than 20 hours per week (excluding summer break).
  • Foreign students must bring their I-9 documents for eligibility to work to Human Resources, Building 15 prior to beginning work to ensure they are eligible for employment.
  • Foreign students must have a valid Social Security number.
  • Each student must complete the following documents: Payroll Information Form, I-9, W-4, and Student/Intermittent Application. All documents may be found on our Cal Poly Corporation website under Forms & Procedures.

Federal Work-Study Student Appointment

  • FWS students are State employees working in Cal Poly Corporation departments.
  • FWS students may work no more than 20 hours per week.
  • If you wish to hire a FWS student, please follow the Federal Work-Study Procedures.

Intermittent Appointment

  • This is a non-Cal Poly student (for instance, Cuesta students are considered intermittent employees who work a variable hour schedule)
  • Prior to employment offer, intermittent applicants must complete a Student/Intermittent Application. All intermittent hires must pass a background check and receive approval from Human Resources to be eligible to work. This requirement is not limited to sensitive positions in the case of intermittent status. Background checks may include criminal records check, education verification, employment verification and reference check, as required. Employees may not start working until these required steps are completed and the employee has submitted the required paperwork to Human Resources.
  • Intermittent employees may not work more than 25 hours per week or more than 999 hours during the fiscal year.
  • Intermittent employees may receive a temporary staff ID in Human Resources, which allows them to purchase a staff parking pass, check books out of the Cal Poly Library, and join the Rec Center. They may also request a local bus pass valid for 120 days. No other benefits are provided.
  • Each intermittent employee must complete the following documents: Payroll Information Form, I-9, and Student/Intermittent Application. The W-4 is only required if the employee wishes to claim anything other than S-0. The I-9 must be completed by the employee on the first day of employment and his/her I-9 documents submitted to Human Resources prior to beginning work. All documents may be found on our Cal Poly Corporation website under Forms & Procedures.

Employment of Minors

Prior to beginning work:

  • Employees under the age of 18 must have a parent sign the Parent Authorization for Emergency Medical Treatment form.
  • Employees under the age of 18 must provide the supervisor with a valid work permit, unless they have already graduated from High School. Minors may only work in accordance with permit restrictions.
  • Employment of anyone under age 16 must be approved by Cal Poly Corporation Human Resources prior to any appointment.
  • Each student must complete the following documents: Payroll Information Form, I-9, and Student/Intermittent Application. The W-4 is only required if the employee wishes to claim anything other than S-0. The I-9 must be completed by the student on the first day of employment and his/her I-9 documents submitted to Human Resources. All documents may be found on our Cal Poly Corporation website under Forms & Procedures.

Cal Poly State University (or other CSU) Faculty and Staff (Add-Comp)

  • Full time Cal Poly faculty and staff are limited to working no more than 125% between both employers.
  • Academic Year Classified Employees are limited to 320 hours during the AY
  • 12 Month Classified Faculty Employees are limited to 520 hours per CY
  • 12 Month Classifed Staff Employees are limited to 10 hours per week, 520 per CY )
  • Part time faculty and staff are limited to the lesser of 100% between both employees or 999 hrs per fiscal year or calendar year.
  • Cal Poly faculty and staff are paid hourly.
  • Additional Compensation employees may require a background check if the position requires it by law. The hiring manager must notify HR when a background check needs to be completed.
  • All Cal Poly staff and faculty must complete the following documents: Payroll Information Form and I-9. The W-4 is only required if the employee wishes to claim anything other than S-0. The I-9 must be completed by the employee on the first day of employment and his/her I-9 documents submitted to Human Resources prior to beginning work. All documents may be found on our Cal Poly Corporation website under Forms & Procedures.
  • Foreign faculty must be pre-approved to work for Cal Poly Corporation. Cal Poly Corporation does not sponsor foreign workers so in most cases they work for the State only. For instance, H-1B Visa faculty or staff are NOT eligible to work for Cal Poly Corporation. They can only work for the State, their sponsoring agency.

Incentive Payment using University Campus Program Funds (formerly Cal Poly Foundation)

Incentive payments for University Faculty and Staff paid with University Campus Program (Foundation) gift funds are processed through Academic Personnel. These may include payments for summer research, endowments, workshop participation, and other miscellaneous awards. Visit the Academic Personnel website at http://www.academic-personnel.calpoly.edu/ or call at 805-756-2844.

Please note: Public Contracting Code prohibits CSU employees (except for those with teaching or research responsibilities) from contracting with, or being employed by, the Cal Poly Corporation if the source of the funds for the goods or services comes from CSU funds or a CSU contract, unless required by his/her CSU employment determined by the CSU.

Retirees

  • FERP Retirees are not eligible for Cal Poly Corporation employment per University contract.
  • All CalPers retirees are considered rehired annuitants and are hired as intermittent employees but have a 960 fiscal year and calendar year limit.
  • Retirees must have a minimum 180-day break in service before starting employment. There must be no prior employment agreement between the employee and the employer.
  • Additional Compensation retirees may be required to complete a background check if 1) the position requires it by law, or 2) the employees is not currently active in the CPC HR database. Retirees are hired as an intermittent employee. The hiring manager must notify HR when a background check needs to be completed.
  • Each retiree must complete the following documents: Payroll Information Form, I-9, and Student/Intermittent Application. The I-9 must be completed by the employee on the first day of employment and his/her I-9 documents submitted to Human Resources prior to beginning work. All documents may be found on our Cal Poly Corporation website under Forms & Procedures.

Regular-Benefited Appointment