Employing Unit Coordinators
New Hire Paperwork
HRS Hiring Processes and Eligibility - What Do I Do?
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 a position description to firstname.lastname@example.org with a rationale for a lump sum payment prior to student being hired.
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
Pay Rate (Wage) Changes
Wage changes must be approved by Human Resources prior to updating HRS.
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:
Credit Enrollment Requirement
Enrollment Verification in Local SIS PeopleSoft
Main Menu>Records and Enrollment>Enrollment Summaries>Enrollment Summary
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.
Payroll for North America>Payroll Processing USA>UW Work Study>Work Study Award Table
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.
HRS Provisioning - for EUCs only
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
TitanJobs - Area where post student employment positions for hiring
WISDM - Budget accounting system that includes salary expenditures
All student hourly positions are at-will positions and may be terminated at any time provided the reason is
What is FICA?