As approved, the business case described this situation and the project team designed a solution to allow student employees to bill work-related print jobs to their employer-department. Concerns raised in the first two months of implementation suggest this core design feature may not work for all units. Accordingly, a more widespread review of options is underway.
Students who have multiple ID’s (an A-ID and a Z-ID) can choose which account to charge their printing to after they swipe their OneCard. For other situations, perhaps where the student is not really a student employee but still needs to print, departmental courtesy cards can allow them to swipe to print. The same courtesy cards can be used for employees. Their primary appointment would be associated with their A-ID and their other appointment would arrange for a courtesy card.
Concern that student employees will choose to print their homework (or even entire textbooks) using the option to bill their department could be addressed by reviewing the monthly billing for print. This bill will be modified to include the name, and not just the PeopleSoft Employee ID (EMPLID) of the person and his/her monthly print billing. The bill also includes an HR code that describes whether a person is faculty, staff, student, affiliate, etc.
Currently if there are concerns about billing, employers may request a Pharos report that can further detail the filenames and locations of this person's print jobs. If a student who is not supposed to charge printing to the employer’s department has done so, this issue is addressable as either a student conduct or a progressive discipline matter.
DoIT staff will review the period detail reports from PeopleSoft FMS to determine the potential scope of the problem with student employees or even terminated employees fraudulently billing to their current or former departments. This information along with an estimate of the time and impact of reverting to a system where no student employee or employee student could charge to a department cost center will be discussed at a variety of governance and advisory committees across campus.