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Employing Unit Coordinators

Information for Employing Unit Coordinators (EUC) to complete the hiring paperwork and data entry into HRS.

Hiring Processes

New Hire Paperwork

Student Employment Process Flow Chart


HRS Hiring Processes and Eligibility - What Do I Do?


Pay Rate (Wage) Changes

Pay rate changes are approved and entered by Human Resources. Send forms to for approval and processing.


Lump Sum Payments

All students must be paid through the hourly process unless the job responsibilities fall within criteria for a lump sum, e.g. community advisers in Residence Life.

Lump sum payments must be pre-approved. Submit justification form linked below to prior to student being hired.

Lump Sum Position Description and Justification Form

The Lump Sum Payment form is required to outline the amount, frequency, and number of payments.

Lump Sum payments must be submitted to Human Resources no later than the first Monday of the pay period in which the payment is to be made.


International Students must make an appointment in Human Resources (424-1166). Documents to bring along include: I-20, I-94, Passport, Social Security Card

How to Complete I-9 Employment Eligibility Verification Form
How to Complete W4, Direct Deposit, Selective Service Forms

Send hiring packet with Student Appointment Form to Human Resources

Submission Deadlines

  • Hiring Paperwork - to Human Resources by end of week being hired
  • Lump Sum Payments - to Human Resources by first Monday of pay period in which the payment is to be made; refer to pay period deadlines for exceptions
  • Wage Change Requests - to Human Resources for approval the week before effective date of change
  • Timesheet Approvals - 12noon on Tuesday after pay period; refer to approval deadlines for exceptions

Timesheet Assistance

If employee is not starting on the first day of the pay period, they must view their first timesheet by day to enter hours.

All hours must be entered by the end of the last day of the pay period

All hours must be approved by 12noon on the Tuesday after the pay period

See pay period and submission deadline schedule for exceptions

Training and Assistance

For questions and concerns regarding student employees including approvals, data entry, form completion, employee relations, and training contact:

Jodi Anthony
Human Resources
(920) 424-2070

Credit Enrollment Requirement

Enrollment Verification in Local SIS PeopleSoft

Main Menu>Records and Enrollment>Enrollment Summaries>Enrollment Summary

Credit Requirements:

    • Fall/Spring Term Employment: at least half-time enrollment (6 credits undergraduate; 4.5 credits graduate)
    • Summer Session: at least 3.0 undergraduate and graduate OR at least half-time for upcoming Fall term
    • May hire student attending another accredited school; student must meet minimum credit requirements and provide hard copy of class schedule showing credits enrolled; will pay FICA if not a UW System school

Hours Eligible to Work Guidelines

If student has more than one campus job, supervisors must work together between deparments to coordinate total hours student is working per week.

    • Federal Work Study - less than 20 hours per week while classes are in session and less than 40 hours per week when on break
    • Student Assistant - No more than 40 hours per week
    • International Students - no more than 20 hours per week while classes are in session

Work Study

  • Check Work Study Balance in HRS

Payroll for North America>Payroll Processing USA>UW Work Study>Work Study Award Table

  • Grant funded accounts (144 accounts) are not eligible to recieve the work study assistance
  • Any monies paid prior to the acceptance of a work study award are not eligible for work study assistance
  • Students working off campus must have work study
  • International Students are not eligible for work study

Student Job Classifications

To determine the appropriate job classification (job code) to use, evaluate the extent of the job duties to be performed on a regular basis. For more specifics on the classification specifications, refer to the link below.

    • Student Help (HRS job code 94870) - classification requiring close supervision and decision making limited; pay range of $7.25 - $9.25 per hour
    • Student Help Intermediate (HRS job code 94871): classification requiring some independent judgement and intiative; pay range of $7.90 - $12.00 per hour
    • Student Help Advanced (HRS job code 94872): classification requiring some advanced or specialized knowledge; includes graduate students and duties in teaching or administration; pay range of $8.90 - $17.00 per hour
    • Student Job Classification Specifications Reference

System Access

HRS Provisioning - for EUCs only
Human Resources System for entering biographical and job data

HRS Authentication Access (FOB) - for EUCs only

Local SIS PeopleSoft - Student Information System (PeopleSoft) that holds all student information including work study eligibility and enrollment information

Handshake (TitanJobs) - Area where post student employment positions for hiring

WISDM - Budget accounting system that includes salary expenditures

Work Rules

All student hourly positions are at-will positions and may be terminated at any time provided the reason is
not prohibited by law. It is the University's position that the University of Wisconsin System Classified
Employees Work Rules apply to student employees in the same manner as they apply to staff.

What is FICA?

    • FICA is essentially Social Security taxes
    • Students enrolled in school do not have to pay FICA; When not enrolled students will pay the FICA tax
    • For summer session if students are not enrolled, they will pay FICA even if enrolled in upcoming Fall term


Information for Student Employees

Information for Supervisors of Student Employees

Document Actions

Human Resources - University of Wisconsin Oshkosh
328 Dempsey Hall • 800 Algoma Blvd. • Oshkosh WI 54901 • Office Hours: Monday-Friday: 7:45 a.m. - 4:30 p.m.