Hiring and Managing a Student Employee

New: Student Pre-Employment form

Student employees who are about to start their first UR job will now begin their onboarding process by completing the Student Pre-Employment form.

Below, you'll find a step-by-step guide for hiring a student employee.

If you have questions about the process of hiring a student employee, please reach out to us at studentemployment@richmond.edu. 

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Phase 1: Plan

Phase 2: Create Job

Phase 3: Hire Student

Phase 4: Complete Onboarding

Phase 5: Manage Time

Phase 1: Plan

Prior to hiring a student employee, you'll need the following pieces of information:

  1. The Supervisory Organization (Sup Org) that the student will be hired into
  2. The job description for the job that you're hiring for

You must have a JM Sup Org to hire student employees. To check if you have a JM Sup Org: Go to your Workday Profile, click the Job tab, then select Organizations. Scroll to see if you're listed as a manager of any JM Sup Orgs.

Request creation of a JM Sup Org through a Workday Org Hierarchy Issue ticket.

For more information, visit our FAQ on starting the hiring process.

Phase 2: Create Job

Create & submit job description or advertise available student job(s)

If the position is new, you will need to create a job requisition for us to review the job description and make sure that the Job Profile you selected is correct.

If the position already exists, we recommend creating a job requisition, unless you are choosing to direct hire. To get the Job Profile and title for the position(s) you already have on your team, utilize the Open Student Jobs report.

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Finding the right Job Profile

UR All Open Student Employment Jobs by Supervisory Org report​

Phase 3: Hire Student

Hiring International Students

International students working on campus for the first time must first obtain a letter from Krittika Onsanit in the Office of International Education stating that their visa allows them to work. See the detailed instructions on the steps the international student needs to take to become a student employee are listed in the International Student section of this website for more information. Depending on treaty agreements with the student's home country, the steps involved in completing payroll paperwork may differ. The Office of International Taxation will assist them through this process.

Resources

Phase 4: Complete Onboarding

Student Employees have the same pre-authorization requirements as any other employee the university hires. It is important to think of them like you would any other employee you hire — including federally mandated requirements.

If it is the student's first campus job, ensure that they have completed the I-9 and are legally eligible to start working by directing them to the Student Pre-Employment Form. The purpose of the form is to facilitate communicating the date of their appointment to complete the I-9 and when they have been verified as eligible to start working through automated emails to the student and manager as they progress through the verification steps.

The I-9 is the Department of Homeland Security's Employment Eligibility Form; it provides a list of acceptable I-9 documents for employment verification. A student can pick one item from column A alone or a combination of one document each from columns B and C. If you need a student to work right away and they do not have any of the required documents they may have a few options for how to do so.

Once the student has completed the I-9 form, they will be eligible to begin working. As part of their onboarding process, they will still need to complete their tax forms and direct deposit information in Workday. If your student has questions regarding completing the I-9, tax forms, and the direct deposit elections, please direct them towards our Onboarding for Student Employees video on the Workday Help page.

Students will also need to learn how to clock in and out for each shift once they begin work. For a tutorial on clocking in and out in Workday, visit the Clocking In/Out for Student Employees video on the Workday Help page.

 

Phase 5: Manage Time

Ensure your student employee clocks in and out of the correct position
If your student employee has more than one job on campus, they'll have to make sure that they're clocking in and out of the correct job. Please share the following resources with your student employee:

Manage and correct time
Your student employee(s) will have to submit their hours by 10 a.m. on payroll Mondays. From there, you'll have until 4 p.m. on payroll Mondays to submit their time. For more information, visit our guide on Payroll Deadlines.