For Student Hire Initiators
The Student Hire Form must be completed for each new student hire. After the form is submitted, the Office of Career Services will contact the student employee and their hiring initiator to provide instructions on the next steps that should be taken.
Hire Paperwork is processed in Career Services during the following walk-in hours:
2:00 pm - 4:00 pm
9:00 am - 11:00 am
11:30 am - 1:30 pm
1:00 pm - 3:00 pm
9:00 am - 11:00 am
The office of Career Services will continue to process student employees I-9’s. Departments SHOULD NOT complete an I-9 for student employees. Students may not begin working until the I-9 has been completed.
Good to Know When Completing a Hire Form in Peoplesoft
ACA (upload required at time of hire for all student employees)
(Acknowledgement of Receipt of the Affordable Care Act)
- Students complete this paperwork in Career Services
- Career Services saves the ACA to Student Hire Initiators file in the k: (only Student Hire Initiators have access to this folder)
- ACA must be uploaded to PeopleSoft when a student is hired
International Tax Form (upload required for all international student employees)
Please give all new student employees a copy of the 2019 Hourly and Overtime Pay Schedule, so they will know when they should expect payment for time worked. Hours must be entered/approved on time in ITAMS for an hourly employee to receive payment.
Timecards should be submitted each week by the end of the day on Friday. Supervisors should approve timecards no later than the following Monday at noon to ensure the student employee is paid when scheduled.
Please assist your student employees in setting up direct deposit. Ensure they know how to navigate PeopleSoft and how to enter time in ITAMS.
Questions regarding Student Employment?
Student Employee Change Form Questions:
Student Hire Form or Student I-9/E-Verify Questions:
International Student Employment Questions:
Federal Work Student Employment Questions:
Student Employee Payroll Questions:
Student employees should check with their supervisors if they did not receive payment for hours worked. Supervisors will need to check the pay schedule to see what weeks are being paid, and then check to make sure the timecards were submitted and approved in a timely manner. If timecards were submitted on time, but the student employee did not receive payment, the supervisor will need to contact Human Resources to see why payment was not received.
Background checks for student employees must be completed when their position responsibilities include handling money, working with minors who are not enrolled or accepted for enrollment at the university, and those involved with direct patient care, or key access.
Salaried Student Employees (not common):
Student hires should be hired as hourly employees. For exceptions to this rule, please contact Human Resources for prior approval before submitting the hire.
For additional assistance, view the Student Hire Refresher Training 3-19-19 PowerPoint.