Student Employment
For the Student Employee:
Explore part & full-time job and internship opportunities on Handshake!
- Before Your First Day
- On Your First Day
- Mandatory Training
- Time Entry Resources
- Hours Restrictions
- International Students
Prior to starting work, you will need to complete your new hire paperwork (this is started by the hiring department). This paperwork is emailed to you from BP Logix, click on the link in that email to complete your direct deposit information, section 1 of your I-9, etc. This needs to be completed and submitted as soon as possible. If your position requires a criminal background check (CBC) you will also receive an email directly from HireRight (our CBC vendor). The invitation will expire after 5 days, please access the link prior to expiration. Once completed, the CBC can take several days to process. HireRight can be flagged as spam so be sure to check your spam/junk folders.
Completing Your I-9
The I-9 is a federal requirement for any new hire and MUST be completed within three days of starting work. You will not be entered in to HRS until this is completed, so it is vital that this is completed as soon as possible to avoid delay in your access. It is recommended that this is completed before or on your first day of work.
- I-9 Process Overview
- Section 1: Completed via the hiring paperwork outlined above. This must be complete on or before your first day of work.
- Section 2: Must be completed in-person with original document(s) that establish proof of citizenship and employment authorization. Photos or photocopies cannot be accepted. This can be completed by visiting the HR Office in Dempsey 328 on the Oshkosh campus, Jenean Hodge at the Fox Cities campus. This must be completed within three days of starting work.
You cannot begin working until all of the above and your new hire paperwork (sent via email) is completed. You will receive a confirmation email one you are entered into HRS and set to start working. You will also receive an email from IT with your staff.NetID information. This will be used to login into your staff email and to login as an employee in the MyUW System.
Rehires: If you have been a student employee in the past three years, you are considered a rehire and are not required to recomplete the new hire paperwork. If you are returning to work after a break in employment of six months or greater, you will need to update your direct deposit information in the MyUW System once you have access.
On your first day, you will now have access to the MyUW Portal as an employee. It is important that you ensure you can login with your staff.NetID to the MyUW Portal and your staff email address.
Tax Forms
- You will need to complete your state and federal W4s to ensure that you are being taxed appropriately.
- You need to complete the UW Supplemental W4 form if you select a state other than Wisconsin. This form can be returned to the Human Resources office.
- Update your federal and/or state W4
Payroll Information
- The direct deposit information you had on your new hire paperwork may not be in the MyUW Portal on your first day, but should be within the first week. Please be sure to check this and update if needed.
- If your direct deposit information is incorrect or inactive, you will receive an email to your staff email address letting you know and to confirm your mailing address. If this issue is not fixed, you will receive a US Bank Focus Pay Card to the address on file in a plain envelope. Your pay will continue to be added to this card until you have an active and correct direct deposit.
- US Bank Focus Card FAQ
- If you are returning to work after a break in employment of six months or greater, you will need to update your direct deposit information in the MyUW Portal.
- General payroll information like pay dates and how to change your direct deposit is available on our Payroll page or this resource page.
Mandatory Training
- All UW System employees must complete mandatory trainings within their first 30 days of employment. It is recommended that this is completed on your first day or shortly thereafter. For more information, see the Mandatory Training tab above.
Rehires: If you have been a student employee in the past three years, you are considered a rehire and are not required to recomplete the new hire paperwork. If you are returning to work after a break in employment of six months or greater, you will need to update your direct deposit information in the MyUW System once you have access.
It is required that all student employees complete their mandatory trainings within their first 30 days of employment. We highly recommend that this is completed on the first day of employment and is completed under supervision. If you fail to complete this, you may not be scheduled for further shifts until this is completed. This training can be accessed in MyUW System by using your staff.NetID login.
The completion of mandatory employee training is required of all UW System employees at hire and then with retraining requirements listed below. Retraining takes place in the month of March.
- Title IX / Sexual Harassment (retraining required every 3 years)
- Information Security (retraining required annually)
- Mandated Reporter (required once after 10/1/2019)
All hours must be entered by the end of last day of the pay period. If your job does not start on the first day of the pay period, you will need to view your timesheet “by day” to enter hours.
Resources:
- Time Entry Instructions (Hourly Students Only)
- Lump Sum Time Entry Guide (Lump Sum Payments Only)
- Shift Ending at Midnight
- Shifts Crossing at Midnight
- Miscellaneous Time Entry Resources
Total hours per week include all jobs together.
- All student employees, excluding international students, are eligible to work a maximum of 25 hours per week between all jobs within the Fall and Spring academic terms.
- International Students are eligible to work a maximum of 20 hours per week while classes are in session.
- There are periods where students may work more hours; however, it is restricted. Please refer to the work eligibility schedule for details
Hours Restriction
International students can work a maximum of 20 hours per week between all positions while classes are in session. Please refer to the work eligibility schedule for details.
Social Security Number
A social security number is required for employment in the United States. International students planning on being employed should apply for a social security as soon as possible. Please reach out to your supervisor or our office for a letter you can bring to the Social Security office.
International Tax Information
International employees who are not citizens of the United States and have not obtained permanent resident status are categorized as non-resident aliens or resident aliens for tax purposes based upon several factors including the amount of time they have spent in the United States. International employees are required to create and maintain an account with Glacier International in order to determine their appropriate tax withholding status (substantial presence test) as well as their eligibility for any applicable tax treaties. Information about Glacier will be sent to employees at their staff email address from UW System when they begin employment. Not completing your Glacier paperwork could result in taxes being withheld from your paychecks at an incorrect rate.
Questions?
Campus Contact:
Candace Ebert
studentemploy@uwosh.edu
Eligibility Requirements:
- General Requirements
- Course Enrollment Requirements
- Hours Restrictions & ACA Guidelines
- Conditions of Employment
- Must attend an accredited higher education university/college and provide verification showing
proof of course enrollment - Examples of documentation include: class schedule OR letter from school confirming enrollment
- All documents must include school name, student’s name, dates of enrollment and total credit hours
- Fall and Spring terms: Must be enrolled at least half-time (6.0 credits for undergraduate; 4.5 for graduate)
- Summer term: Must be enrolled 3.0 credits for summer OR enrolled at least half-time in the upcoming Fall term
- If they are not enrolled in summer classes, there may be applicable fringe charges
- It is the Hiring Coordinator/Supervisor’s duty to ensure that the prospective student employee meets these requirements before and during their employment.
Employees Exempt from Taxes
A UW student employee is exempt from Social Security and Medicare taxes if enrolled and attending classes as a graduate or undergraduate student at the University of Wisconsin on at least a half-time basis. Half-time status is defined by each institution and is determined at the end of the add/drop period each semester. See Student FICA Exemptions (UWSA Policy 206) for specific rules.
Student Employee Hours Restrictions
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- Students may work no more than 25 hours per week while classes are in session *
- International Students – may work no more than 20 hours per week while classes are in session
- *If student has more than one campus job, supervisors must work together between departments and student to coordinate total hours student is working per week.
Break Periods
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- Reference the Hours Eligible to Work Calendar to confirm when student may be able to work up to 40 hours per week.
Summer Period
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- Students are not able to work more than 12 weeks at 30 or more hours per week during summer period.
- This means from the first time they start working 30 or more hours per week to the last time they stop working 30 or more hours per week
Affordable Care Act (ACA) Mandate
- Employers are required to offer health insurance to 95% of full-time employees
- Full-time equivalent is 30 or more hours per week (130 hours/month; 1560 hours/year)
- State statute reads that student employees are not considered employees for the purposes of insurance eligibility
- If employers do not offer the health insurance, there is a monetary penalty
- If employee goes to ACA Marketplace and receives a subsidy for insurance and employer did not offer affordable health coverage, then employer will be fined $3,000 per person per year
- There is a potential for UW System to be penalized $68 million if we do not comply
- If employee works full-time for 3 months (12 weeks equivalent) or more, then employer is required to offer them employee health insurance on the 4th month. If insurance is not offered, we will be penalized as stated above.
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 UW-Oshkosh Workplace Expectations apply to student employees in the same manner as they apply to staff.
See I-9 and Criminal Background Check Guidance tab below for information on I-9 and CBC compliance.
For the Hiring Coordinator:
As a Hiring Coordinator, you may need the helpful information below to get started with hiring student employees.
- I-9 and Criminal Background Check Guidance
- BP Logix & Approval Resources
- New Hire Steps
- Mandatory Training
- Job Titles & Pay Rates
- Funding Sources
- Other Resources
Form I-9
The I-9 is a federal requirement to verify the identity and employment authorization of individuals hired for employment in the United States. This is a two step process that MUST be completed before the student employee is entered into HRS. The I-9 MUST be completed within three days of starting work, but is recommended to be completed on or before their first day. It is vital that this is completed as soon as possible to avoid delay in their staff access, timesheet, and payment.
- I-9 Process Overview
- Section 1: Completed via the hiring paperwork outlined above. This must be complete on or before first day of work.
- Section 2: Must be completed in-person with original document(s) that establish proof of citizenship and employment authorization. Photos or photocopies cannot be accepted. This can be completed by visiting the HR Office in Dempsey 328 on the Oshkosh campus or Jenean Hodge at the Fox Cities campus. This must be completed within three days of starting work.
Criminal Background Checks (CBC)
If the student employee will be in a Position of Trust (POT), this should be marked on their hiring paperwork in BP Logix. If they are considered a POT, they should be given a background check. The needed information to complete this will be collected in BP Logix and is conducted by the HR Office. The student should not begin work until a passed background check is received, the supervisor will be forwarded the CBC result email. Departmental funding will be used to pay for the CBC.
These invitations are sent from our CBC vendor, HireRight, and expire after five days. The student will continue to receive these email invitations until they have completed and submitted the CBC.
- Define your need for a student employee and obtain approval from the appropriate department/college leaders to post a job for a student position.
- Work with your Vice Chancellor’s or Dean’s office to determine funding source (see options under the Funding/Salary Sources tab).
- Develop a student position description and post it using Handshake via Career and Professional Development. It is recommended to have a position posted for two weeks. Handshake questions should be sent to Career and Professional Development at career@uwosh.edu.
- Interview candidates using the same questions for all to ensure an equitable process. Please see a list of example interview questions under the Other Resources tab.
- Select a candidate, determine eligibility, offer position, and agree to a start date with new employee.
- Create a New Hire (or Rehire**) Request in BP Logix to start the hiring process for the student. This can be done by anyone in your department.
**If the student is currently employed by UW Oshkosh but in a different department/job from the one you are hiring for, a Rehire (not a New Hire request should be submitted. If the student is not a current employee but has been in the last 3 years, a Rehire request should be submitted.
It is required that all student employees complete their mandatory trainings within their first 30 days of employment. We highly recommend that this is completed on the first day of employment and completed under supervision. If they fail to complete this, we recommend not scheduling them for further shifts until this is completed. This training can be accessed in MyUW System by using their staff.NetID login.
The completion of mandatory employee training is required of all UW System employees at hire and then with retraining requirements listed below. Retraining takes place in the month of March.
- Title IX / Sexual Harassment (retraining required every 3 years)
- Information Security (retraining required annually)
- Mandated Reporter (required once after 10/1/2019)
The pay rate (hourly wage) is determined by the degree to which the expected duties of the position fall within the scope of each title. Below is a description of duties for each job title and the pay range associated.
- Student Help
Pay range: $10.00 to $12.00 per hour
Description: Work is performed under close supervision. Procedures and tasks are well established. Decision making is limited. The consequence of error is minimal to correctable. Accountability and scope of operation are low to moderate. Work is frequently reviewed. No leadership role assigned to worker. No previous skill or technical knowledge is required. Training takes place on the job.
- Student Help Intermediate
Pay range: $11.00 to $15.00 per hour
Description: Work that requires, for a portion of the time, some independent judgment and initiative, and/or previous skill or technical knowledge. Increased accountability. Scope of work reaches across the department.
- Student Help Advanced
Pay range: $11.00 to $17.00 per hour
Description: Work that requires, for a major portion of the time, some advanced or specialized knowledge, skill or ability. Work that may involve some supervisory responsibilities; Includes graduate students and duties in teaching or administration requiring advanced discipline, skill or knowledge.
- Student Help Special
Pay: Lump Sum
Description: Lump sum payments generally only relate to Community Advisors within Residence Life and a very few unique situations where an hourly rate is unable to be determined. If your department is interested in exploring this option further, a request MUST be submitted via BP Logix (Lump Sum Justification) before moving forward with any recruitment. Student workers in this classification are still required to record their hours worked on their timesheet for ACA purposes.
Working titles: Working Titles are titles that are concise, and more completely state the employee’s title within the department. It is the only way the student has to be able to differentiate between multiple jobs/timesheets for time entry. The working title is entered into the HRS and should be short but descriptive. Examples of Working Titles: Music Oboe Teacher; STEP Art Assistant; Front Desk Assistant
Departmental funds (WISER account code: 1771)
The student is paid using the department’s own account number and funding.
STEP Funds
STEP (Student Titan Employment Program) Funding was developed by the Chancellor to provide departments with funding to offer student employment opportunities to enhance a student’s educational experience during the academic year. Students benefit by earning an income while working on unique projects and departments benefit from the additional funding for student assistance. STEP funded positions should meet the following criteria: STEP Learning Outcomes
The Provost Office allocates funding and manages this program with the colleges and divisions. The colleges and divisions are then responsible for distributing STEP funds to departments within the area. Once STEP funds are assigned to your department/unit, you will then need to post the STEP funded position to Handshake via Career and Professional Development for applicants to apply. If you have a current student employee continuing to be funded by STEP funds, they are required to reapply to the position each academic year. Email announcements regarding academic year STEP funds are sent by the Provost Office each August for the following academic year.
STEP funds are typically allocated and intended for use in the academic year only. Summer wages paid to a student employee should be charged to the departmental account. Please reach out to your unit’s business officer or budget team to confirm if you are not familiar with what account to indicate on your form.
Questions regarding STEP funds, department allocation or eligibility can be directed to your Divisions Vice Chancellor’s Office, College Dean’s Office or the Provost Office.
Work Study (WISER account code: 1781)
Work study is a federally funded program that offers students an opportunity to receive federal monies for working while enrolled in school. Work study is awarded on an academic year basis to each student individually via the Financial Aid office and is part of the students overall financial aid package.
Work study funds are awarded to the student, not the department. If a student has multiple jobs, all jobs will be charged to the work study award first. Monies are funded 75% from federal work study funds and 25% from departmental/institutional funds. This means that the department pays 25% of the wages of the student while the remaining 75% is covered by federal work study funds. Once the work study award is depleted, wages will automatically begin charging the department account. Work study and STEP funds can be used concurrently. In this case, wages would be funded by 75% work study funds and 25% from STEP funds.
Monies from federal grants (144 accounts) are not eligible to use work study funds. The department/institutional account should be used when hiring a student employee. Any work study award that the student accepts will be charged on the back end by UW System Payroll before the 25% is charged to the department or STEP account.
Students eligible for federal work study funds must accept their award through Titan Web before funds are able to be used for wages. Student supervisors can request access to Titan Web to view work study information by contacting the Registrar’s office. This information can be used to monitor the work study funds remaining to prepare for potential budget impacts once the funds have ran out.
Questions regarding work study funds should be directed to the Financial Aid office – fao@uwosh.edu