For Student Hire Initiators 

Student employees are hired in PeopleSoft HCM.  Please visit Human Resources to find out how to gain access to hire students in PeopleSoft.  

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. 

Hiring Process

Hire Paperwork is processed in Career Services during the following walk-in hours:

Monday

2:00 pm - 4:00 pm

Tuesday

 9:00 am - 11:00 am

Wednesday

 11:30 am - 1:30 pm

Thursday

1:00 pm - 3:00 pm

Friday

9:00 am - 11:00 am

Note: If a student is unable to come during these hours, they can email This email address is being protected from spambots. You need JavaScript enabled to view it. to schedule an appointment.

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 

2019-2020 Student Employee Hire Dates

Matrix of Student Job Codes

Account Codes

51400 (nonFWS)

51422 (FWS)

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

ACA Acknowledgement of Receipt

International Tax Form (upload required for all international student employees)

Student Payroll

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:

You can call Human Resources at 803-641-3317 or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Student Hire Form or Student I-9/E-Verify Questions:

You can call Mary Clark at 803-641-3440 or email her at This email address is being protected from spambots. You need JavaScript enabled to view it..

International Student Employment Questions:

You can call Liz Dille, International Programs, at 803-641-3671 or email her at This email address is being protected from spambots. You need JavaScript enabled to view it..

Federal Work Student Employment Questions:

You can call Brook Keisler, Financial Aid, at 803-641-3669 or email her at This email address is being protected from spambots. You need JavaScript enabled to view it..

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.

Supervisors can call Liz Socha, Human Resources, at 803-641-3317, or email her at This email address is being protected from spambots. You need JavaScript enabled to view it..

Background checks:

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.