Welcome to HR's Student Employment Page!

                                          Please click through the following tabs for more information. 

Due to the pandemic, you must make an appointment to visit the HR Office. Fifteen minute appointments can be scheduled at https://calendly.com/uncahrappt/hr-appointment.

As part of the Human Resources Department, Student Employment is committed to working with university departments to support existing and evolving university initiatives related to student employment. We will provide services to hiring managers and students to support both federal work study and university funded employment. Our goal is to enhance students’ experiential education through hands-on learning and work experiences in order to prepare them for post undergraduate and graduate career endeavors.                         

Read the Student Employment Policy: click here

 

Summary of the Hiring Process for Hiring Managers

Remember that all student hiring activity must be pre-approved by your area Vice Chancellor and allow 3 weeks for that approval and the necessary processing of paperwork through Human Resources and Payroll. 

Step 1: Recruit for your position through UNC Asheville Career Center' Handshake (available through OnePort).

Step 2: Request approval to hire through your division Senior Staff member or Vice Chancellor.
           Academic Affairs requests are managed by this Request Form
           Requests are managed differently in other divisions. If you are unsure, please consult your supervisor.

Step 3: Once you receive approval, submit a complete, accurate and signed Student Employment Contract to Human Resources; a dropbox is located in the first floor lobby of Phillips Hall.  In addition to the contract, the following forms must be completed by students who are being hired for their first UNC Asheville job:
Form I-9
W-4
NC-4EZ
Direct Deposit Enrollment and either a void check or bank form showing routing and checking account numbers. 

An appointment must be scheduled by the employee to provide these forms and appropriate documentation. 

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 tab for more information. Without these forms on file, your student employee will not be able to record hours worked or be paid.  

Step 4: Once all paperwork is completed and accurate, the student employee information will be set up in Banner and the necessary items will be sent to Payroll for job detail entry. 

All student employees report their time and are paid on a bi-weekly pay cycle. It is the responsibility of the supervisor to review and approve student timesheets for accurate and timely payments to students. 

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. 

Print and Complete the Form I-9 and Payroll 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 a 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 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.

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:

Form I9
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.

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:

Form I9 and supporting documentation
W-4 Federal Tax Form
NC-4EZ State Tax Form
Direct Deposit Enrollment and Change Form
Direct Deposit Enrollment and Change Forms must accompany acceptable documentation of banking information.

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. 

 

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 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. 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:

Form I9
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.

For Returning Students:

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

Form I9 and supporting documentation
W-4 Federal Tax Form
NC-4EZ State Tax Form
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. 

FAQs

How do I know when my timesheet is due?

Students' timesheets are due according to the bi-weekly calendar.

 

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

 

Supervisor Steps for Hiring

The hiring manager should carefully plan the student's hire date. After identifying the need to hire a student, plan for at least 3 weeks before the student can work in order for the appropriate approval and processing of paperwork in HR and Payroll. (This three week period does not include the time needed to recruit and interview.) If necessary, contact the Career Center to recruit a student. Interview and select the best candidate, keeping UNC Asheville's core value of Diversity and Inclusion in mind.

Step 1: Request and obtain approval from your division Vice Chancellor. Academic Affairs requests are managed by this Request Form.

           Requests are managed differently in other divisions. If you are unsure, please consult your supervisor.

Step 2: Determine if the student has worked on campus before. *See below for more instructions. 

Step 3: Ensure that all proper documentaion is on file with HR and Payroll. 

Step 4: Review and approve all timesheets according to the biweekly calendar. 

*If not, 

 

*If the student has not worked on campus before.