Information for Supervisors

Once you have hired a student to work in your department, a Student Employment Contract must be completed and submitted to the HR dropbox in Phillips Hall. Please ensure that your student employees understand their responsibilities before signing the contract. You are encouraged to keep a copy of the contract in your department since it is a binding agreement between you and the student. Just be sure to either send or bring the original, inked contract to the HR dropbox in Phillips Hall. The contract is used to set up the student’s job in the Banner Payroll system. A separate contract must be completed for each job, whether the student is to be paid an hourly rate or stipend.

For New Students:

All new student employees are required to complete a Form I-9 Employment Eligibility Verification document prior to or on the first day of work (available on the Forms page). They must bring supporting documents to the scheduled appointment in order to complete the Form I-9 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. Original documents are needed as photocopies are not allowed.

All new student employees are required to complete the following Payroll forms (in ink) and bring the completed forms to the scheduled appointment. See the Forms page for the following required Payroll forms:

  1. Form I9 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:

All student employees are required to have the following forms on file in the HR and Payroll Offices:

  1. Form I9 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.

Student Employment Contract

A Student Employment Contract (available on the Forms page) must be completed for each job a student holds on campus for every academic semester.

Student Employment Change Form

The supervisor is responsible for submitting a Student Employment Change Form (available on the Forms page) to the HR dropbox if any of the following events occur:

  • A student’s job is terminated prior to the end date on the contract.
  • The funding source for a job changes.
  • The hourly pay rate or stipend amount changes.
  • The student’s timesheet needs to be routed to a new supervisor.

Student Employment Dates

Student employment contracts shoul not exceed past the academic semester. The start and end dates on a student employment contract drive the payments for the Banner Payroll system and are used to open the Web Time Entry online time sheet in OnePort so that hourly rate student employees can report and be paid for the hours worked.

Start and end dates on contracts can vary depending on the needs of the department, however, there are some guidelines that must be followed:

For non-Federal Work Study positions, the end date on these contracts cannot go past a student’s graduation date.
For Federal Work Study positions, contract start dates cannot begin prior to the first day of classes and end dates cannot go beyond the last day of exams.

Payment Types

Hourly Rate Student Employees

Student Employees are paid an hourly rate based on how many hours they work per day. The start and end dates on the contract play a crucial part in the Banner Payroll system and when the online time sheet is available in OnePort for student employees to record their hours worked.

Stipend Student Employees

Student employees who are paid a flat rate for a job, project, or internship are paid on the same bi-weekly schedule as an hourly rate job. Stipends can be paid in one pay period or multiple/consecutive pay periods. The contract must indicate the pay periods in which the employee is to be paid.

Payroll Request

When students are paid a stipend on an intermittent schedule, the supervisor must fill out a Payroll Request Form for each payment, in addition to the Student Employment Contract. The form must indicate the payment amount and when the student is to be paid. The Payroll Request Form can be found on the Forms page.

Web Time Sheets

Please see Payroll’s Web Time Entry page for more information. Late timesheets should be brought to the Payroll dropbox outside PHI 120.