Student – Hire

  1. Step 1: Decide which type of student you will hire
  2. Step 2: Submit the hire packet to the Payroll Office
  3. Helpful Hints
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Step 1: Decide which type of student you will hire

  • Regular
  • Work-Study on campus
  • Work-Study off campus (See separate instruction for off campus employers)
  • UO Work Program

  • Non-System (not enrolled at an OUS institution)

    Note:
    Departments and programs will give priority to GE appointments. Employing units will hire graduate student employees only when unique or unusual circumstances arise that cannot be accommodated by an increase in the appointment % (FTE) of current GEs and/or the creation of new GE appointments in the department or program. Please contact the Division of Graduate Studies.  For more information email Srithip Prime srithips@uoregon.edu.

    In accordance with article 20 section 1 of the GTFF Collective Bargaining Agreement, an employee with both a GE and student appointment must not work more than 215 hours per quarter.

  • Student Employment Policy and Wage Rates
  • If you are hiring a minor (age 14 to 17) you must comply with BOLI regulations.   Proof of age (copy of a drivers license, passport or birth certificate) must be filed in the department.

 

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Step 2: Submit the hire packet to the Payroll Office

Upon accepting the offer of employment,  the department works with the employee to complete the following documents and forwards the hire packet to the Payroll Office.

Hire Packet Documents for Student EmployeesNotes
SEFInstructions
W-4 
I-9Attach copies of support documents
Direct Deposit (Optional)Attach voided check
Additional Documents for Non-System Students 
Copy of student ID card from other institution or other proof of student status 
Additional Documents for US Residents 
USCIS  I- 551 Permanent Resident Alien Card or "Green Card"Copy front and back of card
Additional Documents for International EmployeesInstructions and Examples
Social Security Card * 
UO-NRA and copy of I-94 
Employment Authorization Card 
8233 and AttachmentOnly if claiming a tax treaty exemption

 

*  If an international employee provides a receipt in lieu of the actual document, such as a receipt for Application for an SSN card, the employee must produce the actual document within 90 days of the date of hire or be subject to termination.

Bundled Hire Document Packets:

 

 

Student Hire Packet (SEF, W-4, I-9, Direct Deposit)
International Student Hire Packet (SEF, W-4, I-9, Direct Deposit, SSA 7028, UO-NRA, 8233)

For individual hire forms and instructions see the Forms page.

If the employee is returning after a lapse in service, some hire documents may not be required.  However, if the employee has not been employed for two years, it is advisable to submit a new hire packet again.

Rehire Packet Documents for Student EmployeesNotes
Social Security Card or ReceiptYes, if legal name has changed
SEFYes
W-4Yes, if over one year
I-9Yes, if over one year
Direct Deposit (Optional)Attached voided check if over 6 months
Additional Documents for US Residents 
USCIS  I- 551 Permanent Resident Alien Card or "Green Card"No, unless card has expired
Additional Documents for International Employees 
UO-NRA and copy of I-94 * 
Employment Authorization Card * 
8233 and Attachment *Only if claiming a tax treaty exemption
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Helpful Hints

1.      First Step - Check Employee Status on Banner

Go to PWIVERI to see if the student has any employment history.
If the student already has an open job, only the Student Employment Form (SEF) needs to be completed.
If the student does not have an open job and has not been employed in the past year, check the I-9 Date (PWIVERI upper right corner) to determine if a new Form I-9 is required.
We retain the I-9 form of each employee either for three (3) years after the date of hire or for one (1) year after employment is terminated, whichever is later.
If the student has not been employed during the past year and the I-9 Date is more than 3 years old, then a new Form I-9 must be completed.
A new W-4 should be completed if the student job was terminated in the prior calendar year.
Students with no previous employee history must submit a complete student hire packet.

2.      Forms

Please use the most recent version of all forms available in the BANNER Guide website.

 

 

Submit all forms and copies of documents together. 

 A copy of the Social Security Card may be submitted separately if a receipt for a replacement card was originally submitted with the hire documents.
 If you have any questions about the forms, please check the Banner Guide or call Payroll.
 The student employee's signature is required for all new hire and rehire SEFs.
 Do not allow students to begin working until ALL forms and documents are completed.
 According to federal law, Section 1 of the Form I-9 must be completed on the first day of employment and Section 2 must be completed within three days.

3.      Social Security Card

The UO requires a copy of the Social Security Card for international employees to ensure that they are eligible to work and for proper tax reporting. 

Employees that submit a receipt for a Social Security Card must provide a copy of the actual card within 90 days.

Note:  U.S. Citizens and Residents are not required to provide a copy of their Social Security Card if they do not use it for a I-9 List C supporting document.

4.      International Student Employees

 

International students applying for a Social Security Card for the first time will need to present one of the following forms at the Social Security Administration in addition to other International student documents.

 Social Security Verification Form (for students on F-1 Visas), this form needs to be signed by both the department and International Affairs.
 Work Permission Letter for students on J-1 Visas), this document needs to be submitted to International Affairs in order to generate a J-1 letter.
 New hire International student employees applying for a Social Security Card for the first time must complete the SSA-7028 form as part of the new International student hire packet.
 A US Visa for International Employees is NOT a valid I-9 document.
 A copy of the UO-NRA Form, with attachments, must be submitted each calendar year for both new and returning students.
 Students from countries that have a tax treaty with the US and wish to claim the benefits of the tax treaty must complete a country specific 8233 Attachment Letter in addition to the IRS 8233 form included in the International student hire packet.
 The 8233 and attachment letter must be submitted each calendar year.

5.      GEs

 Graduate students with a .49 GE are not eligible for any additional student employment.
 

GEs with contracts in effect during school breaks are also not eligible for any additional student employment unless approved by the Graduate School in advance.

 For example, a GE with a .49 FTE contract from 9/16/16 to 6/15/17 is not eligible to work in a student job during winter and spring breaks unless special approval is granted in advance by the Graduate School.

 6.      Student Job System (SJS)

 Remember to update your jobs (open and filled) in the SJS. Having these numbers accurate allows Financial Aid to petition for additional work-study funds.

7.      Run Reports Prior to Time Entry

 Be sure to run your PWIPAYR Student Employee Credit Hours and Work-study reports. Work-study awards can and do change.
 Undergraduate students must be enrolled in a minimum of 8 credit hours to be eligible for student employment.
 Graduate students must enrolled for 5 credits unless working on thesis or dissertation, then 3 credits (generally 503, 601, or 603 classes)
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