New Student Employee Processing

Congratulations on hiring a Student Employee! 

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.

First time Student Employees must complete the I-9 form before they may work on campus. Completion of the I-9 form requires students to present original documents to prove that they can legally work in the U.S. — photocopies are not accepted.

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. They will still need to complete their tax forms and direct deposit information as part of their onboarding. Students will need to learn how to clock in and out for each shift once they begin work (this needs work).

Phase 1: Plan

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: Workday Org Hierarchy Issue ticket​​

Phase 2: Create Job

Create & submit job description or advertise available student job(s):                                                Create Job Requisitions - SE Managers

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Finding the right Job Profile:​UR All Open Student Employment Jobs by Supervisory Org report​
Workday Job Profiles - Eligible for Work Study​
Workday Job Profiles - Ineligible for Work Study​​​

Phase 3: Hire Student

Manage Student Through Recruitment Process - SE Managers​
Direct Hire – SE​ Use Grant-Funded reason code for external grants ONLY​
Cost Center Step - Gift funds/grant funds or additional worktags are submitted in the comment section for OPB or Grants Accounting​

Change Job Details - SE

Send the Employee Verification form to your SE.

Phase 4: Complete Onboarding

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 Employee Verification Request 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.

Assign onboarding tasks

begin training

manage student employees

Phase 5: Manage Time

Ensure SE clocks in and out of the correct position

Correct itme promptly

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.