Hiring Process

Before you begin the hiring process for a new student employee, you may wish to view the Student Hire Training PowerPoint for a refresher on the process.

View Student Hire Training PowerPoint

Student employees are hired in PeopleSoft HCM. To gain access to hire students in PeopleSoft, you will need your supervisor's approval. Then, you will need to complete the HCM Request Form – Student Hires. 

View HCM Request Form – Student Hires

Student hires should be hired as hourly employees. For exceptions to this rule, please contact Human Resources for prior approval before submitting the hire.

Once the form has been completed and sent to Human Resources, you will need to watch the previously recorded Student Hire Webinar, which demonstrates how to hire a student in the HR/Payroll PeopleSoft system. 

To log onto the webinar, you will enter your full USC Aiken email address under “User Name.”  Your password will be your network password, the same one you enter when signing onto your computer. After viewing it, please complete the learning confirmation form linked below and email Jenni Zollinger at This email address is being protected from spambots. You need JavaScript enabled to view it. to let her know you have completed these steps.

Watch the Student Hire Webinar 

View the learning confirmation form

View 2020 Student Employee Hire Dates

A Student Hire Form must be submitted to Career Services whenever a student is hired. Career Services will notify the student if an I-9/E-Verify or Student Employment Information Form needs to be completed.

Departments should not complete an I-9 for student employees; this will be handled by Career Services.

View Student Hire Form

All students will be required to complete a Student Employment Information Form when hired in PeopleSoft. Career Services may have the student employee complete this form and then upload it to the K: Drive for initiators to be able to access and upload. If not, the department will be responsible for getting the student employee to complete the form. The completed Student Employment Information Form is required to submit the Student Hire e-form. 

View the Student Employment Information Form

For more information on the hiring process, you can call Mary Clark, Career Services, at 803-641-3440 or email her at This email address is being protected from spambots. You need JavaScript enabled to view it..

Visit Career Services’ website

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.

View more about background checks

Federal Work Study

For Federal Work Study 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..

View more information about FWS

International Students

For international student hires, the International Tax Information Form will be required at time of submission. Career Services will assist the student with completion of the form. The form will be sent back to the hiring initiator to be uploaded along with the Student Employment Information Form with the hire. Any questions about the International Tax Information Form or international student employment should be directed to Liz Dille of International Programs by phone, 803-641-3671, or email, This email address is being protected from spambots. You need JavaScript enabled to view it..

View the International Tax Information Form

Changes to Employment

There is a Student Change Request Form that needs to be completed for changes to a student employee’s supervisor, hours worked per week, pay, or location code. It will also be used to separate students earlier than their original expected end date. The Student Change Request form is for both undergraduate and graduate students. The completed form must be sent to Human Resources in a timely manner. Effective dates should be future dated and not retroactive. A matrix of student job codes and types of pay has been developed to assist with changes.

Should student employees stop working in their student position earlier than their original expected end date, the student must be separated. The Student Change Request form must be completed and sent to HR in a timely manner.  For salaried student employees (not common), the form needs to be completed and sent to the Human Resources office as soon as possible to avoid overpayments.   

View Student Change Request Form

View matrix of student job codes

Payment

Hours must be entered/approved in iTAMS, the university's payroll management system, 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. 

Visit the iTAMS site

All employees are required to have direct deposit. 

View direct deposit reference guide

Please give all new student employees a copy of the 2020 Hourly and Overtime Pay Schedule so they will know when they should expect payment for time worked.

View PDF version of the Payroll Calendar

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 Liz Socha of Human Resources to see why payment was not received. She can be reached at 803-641-3317 or This email address is being protected from spambots. You need JavaScript enabled to view it..