Student Employment

                  Welcome to UNCA Office of Human Resources's
                                  Student Employment page!

                        Please click through the following tabs for more information. 

                         For the Student Employment Policy, please click here.

Information for Students

Student Employees

After you have secured a job at UNC Asheville, you are required to complete some paperwork for the Office of Human Resources in order for your job to be set up in the Banner Payroll system.

You are not allowed to start working until all paperwork is completed and submitted to the Office of Human Resources.

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 contract to the Student Payroll Service Center, 217 Phillips Hall. The contract must be completed in ink.

Step 2:  Complete the Form I-9 and Payroll Forms in Human Resources, 217 Phillips Hall

All new student employees are required to complete a Form I-9 Employment Eligibility Verification in the Human Resources Department prior to or on the first day of work. You must bring supporting documents with you to complete the Form I-9. The most common documents are a valid passport, photo ID with a Social Security Card, or a photo ID with a birth certificate. Refer to the I-9 form 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:

W-4 Federal Tax Form
NC-4EZ State Tax Form
Direct Deposit Enrollment and Change Form
Direct Deposit Enrollment and Change Forms must include acceptable documentation of banking information.

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 to Barbara Biss in PHIL 120.

Returning Student Employees

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.

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 Office of Human Resources, 217 Phillips Hall.

Step 2:  Complete new Payroll Forms if your information has changed and submit to Student Employment, 217 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.

 

Information for Supervisors

Supervisors

Once you have hired a student to work in your department, a Student Employment Contract must be completed and submitted to Student Employment in PHI 217. 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 legal binding agreement between you and the student. Just be sure to send the original, inked contract to PHI 217. 

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.

In addition to the contract, the following forms must be completed by students who are being hired for their first UNCA job: Form I-9, W-4, NC-4EZ, and Direct Deposit Enrollment. Student contract(s) will not be processed until all completed forms are on file. Furthermore, contract(s) and forms must be completed prior to, or on, their first day of work. Refer to the Student Employees page for more information.

Please familiarize yourself with the Student Employment Policy. You are welcome to email any questions you have about student employment to employment@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 year.

Student Employment Change Form

The supervisor is responsible for submitting a Student Employment Change Form (available on the Forms page) to PHI 217 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 cannot exceed 12 calendar months. 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 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 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 submitted to Barbara Biss in PHI 120. 

FAQs

Where do I submit late timesheets?

Barbara Biss, Payroll Office, PHI 120. 

Where do I complete my I-9?

Phillips 217

Where do I complete my Payroll forms?

Phillips 217

Where do I go to find student employment jobs?

Please visit the Career Center's website