Information for Student Employees

Research has demonstrated that students who work more than 20 hours per week suffer declines in their academic performance and grade point averages (GPAs). Therefore, students looking for on-campus positions should search Handshake (available through OnePort), and meet with the Career Center to develop a strong application.

For New Student Employees

For UNC Asheville students that have never worked on campus before, there are a few steps that will need to be completed before you start your new job. Student Employees are not allowed to start working until all paperwork is completed and submitted to the Office of Human Resources. This paperwork is necessary in order for your to have access to your timesheet and submit your hours to receive pay.

Complete the Online I-9 Form and Printable Payroll Tax Forms

You will need to schedule a 15-minute appointment with the Office of Human Resources at https://calendly.com/uncahrappt/hr-appointment. All new student employees are required to complete the online Form I-9 Employment Eligibility Verification document prior to or on the first day of work. You must bring supporting documents with you to the scheduled appointment in order to complete the I-9 Employment Eligibility Verification process within 3 days of starting your new job. The most common documents are a valid passport, photo ID (like an unexpired driver license) with a Social Security Card, or a photo ID with a birth certificate. Refer to this link for a complete list of acceptable documents.

All new student employees are required to complete the following Payroll forms (in ink) and submit them to the Office of Human Resources in PHIL 217. See the Forms page for the following required Payroll forms (available on the Forms page):

    1. Form I-9 and supporting documentation
    2. W-4 Federal Tax Form
    3. NC-4EZ State Tax Form
    4. Direct Deposit Enrollment and Change Form*

Direct Deposit Enrollment and Change Forms must accompany acceptable documentation of banking information. Please familiarize yourself with the Student Employment Policy. You are welcome to email any questions you have about student employment to hr@unca.edu.

For Returning Students

You must submit your new contract to the Office of Human Resources before beginning work. Ensure that you have signed the contract in ink and all of your information has been entered correctly before submitting the contract. You will not need to complete the I-9 again, unless Human Resources has directly informed you of this, and you will not need to complete new tax forms or direct deposit enrollment, unless Payroll has directly inform you of this.

All student employees are required to have the following forms on file in the HR and Payroll Offices  (available on the Forms page):

  1. Form I-9 and supporting documentation
  2. W-4 Federal Tax Form
  3. NC-4EZ State Tax Form
  4. Direct Deposit Enrollment and Change Form*

Direct Deposit Enrollment and Change Forms must accompany acceptable documentation of banking information. Please familiarize yourself with the Student Employment Policy. You are welcome to email any questions you have about student employment to hr@unca.edu.

Returning Student Employees should complete the following steps:

Step 1: You and your Supervisor will fill out a Student Employment Contract

Complete the Student Employment Contract (available on the Forms page) with your supervisor and submit the original, inked contract to the HR dropbox on the first floor of Phillips Hall. Incomplete or inaccurate contracts will be returned to the hiring manager and will delay processing and payroll entry.

Step 2:  Complete new Payroll Forms if your information has changed and submit to the HR dropbox on the first floor of Phillips Hall.

If your tax status or direct deposit account has changed since the last time you were paid, you must fill out a new W-4 Federal Tax Form and NC-4 State Tax Form or Direct Deposit Forms. See the Forms page for all tax and direct deposit forms.
Step 3: Place a reoccurring reminder on your calendar to submit your timesheet according to the biweekly calendar.

Note: Returning student employees do not need to complete any of the forms above unless they are informing us of a status change (e.g., changing their bank account information of tax filing status).

Web Time Entry Online Time Sheet

For hourly rate student employees, once your job has been entered in the Banner Payroll system, you will be able to record the hours worked on the Web Time Entry (WTE) online time sheet in OnePort. Visit the Web Time Entry page for more detailed information.

For stipend student employees, the flat rate payments are set up in the Banner Payroll system to pay automatically on the pay dates. You are not required to record the hours worked on WTE online time sheet. Late timesheets should be submitted in the dropbox outside in PHI 120.

All student employees report their time and are paid on a bi-weekly pay cycle. It is the responsibility of the student to submit their timesheet to their suprvisor for approval in a timely manner.