Student Employment Guidelines

1)  Student applies for and is tentatively hired by the department for a position. Be aware that, like permanent employees, student employment is covered by federal and state laws; therefore, the student must complete all employment documentation and it must appear on UWPC before (s)he is legally able to work. 

2)  Employer must:

• Check on PeopleSoft for student’s enrollment.

• To be eligible to work during the academic year, a student must be enrolled at least halftime; 6+ credits for undergraduate students, 4.5+ credits for graduate students.

• To be eligible to work during the summer, a student must be enrolled for at least 3 credits for the summer (both undergraduate and graduate) or at least halftime for the fall; 6+ credits for undergraduate students, 4.5+ credits for graduate students.

• International students need to be enrolled full time in order to work on campus —12 credits for undergraduate and 9 credits for graduate students. This is a visa requirement.

• Students attending other UW System schools may be eligible for employment at UW Oshkosh during the summer and period during the fall and spring semesters; student must provide proof of enrollment (at least halftime) for the spring and fall semesters. Please contact HR if there are questions or problems.

• Check for Work Study Award — this information can be found on the UWPC Student Appointment/Payroll System.

• If the student is eligible to work, the employer will need to send the completed employment paper work (I-9, W4, Direct Deposit and Selective Service — if male) to Human Resources (the employee will appear in UWPC within 24 hours of HR receiving the complete paper work). The Employing Unit Coordinator should not make copies of these documents for his or her files; the paper work will be filed in the Human Resources office.

• Student MUST not begin working until employer verifies that the paper work is complete and the employee’s information has been added to UWPC. The student should appear on the UWPC Payroll system within 24 hours of HR receiving the documents. Student is not officially hired until after (s)he appears in the UWPC Payroll system.

3)  The documentation needed prior to employment is listed below:

• I-9, if not on record or expired (student must provide documentation)

• NOTE:  Please contact the Human Resources office if you have questions regarding the need for an I-9 (not on record or expired)

• Direct Deposit form completed (attach a voided check)

• Statement of Selective Service Compliance (only if a new male employee) – If male has not registered with Selective Service, he will need to do so before he may work on UW Oshkosh campus

• W-4 form completed and Form W222 (Minnesota Reciprocity) or W220 (Non-Resident Withholding Reciprocity) if necessary

If the student is currently employed by the University, no further documentation is needed.

If the student was employed during the previous academic year or summer, a direct deposit form may be needed.

If the student has never been employed, the Employing Unit Coordinator should assist the student with the completion of the appropriate employment documents.

4)  Human Resources will add the following documents to the UWPC Payroll system:

• I-9 form

• Direct Deposit form

• W-4 form

• Selective Service 

*NOTE: If the paperwork is incomplete or there are problems with the documents, the employer with be notified and the student will need to come the Human Resources Office. You will only be contacted if there is a problem with the paperwork.

5)  After all items in #4 are complete, Human Resources enters the Student Employee information into the UWPC Payroll system. When the paperwork has been entered on the payroll system, the employer will see the student’s name and I-9 information on the UWPC Payroll system. Student is now eligible to work (NOT BEFORE THIS TIME). 

6)  Every two weeks the student employee enters his/her hours worked into KRONOS/MY TIME system, and approves the hours (approval = signature; VERY IMPORTANT).

7)  Using KRONOS/MY TIME, the employer approves the hours worked by the employee.

*NOTE: Even if the student has not worked during the pay period, both student and employer must approve the time card on KRONOS/MY TIME.

8)  If student employee is receiving a lump sum payment, employer needs to enter that appointment and add the appropriate lump sum payment on the payroll system. 

9)  If employee is no longer working for the department, employer must inactivate the appointment within 48 hours of the stopping of work.


**Student is not eligible to work until (s)he appears on UWPC Payroll system; at that time, the employer may notify the student of his or her eligibility and (s)he may report to work.