Student Employment

• If a student is engaged and determined to get hired quickly, the process can take as little as a week; however, it is recommended to plan for 2+ weeks.
• Factors to consider that can add time to the process: time of year and the volume of requests to HR; new hires not following through with each step; new hires not having proper I-9 documentation readily available; school/personal considerations of the student.

• New hires can start on the start date submitted on the hire request as long as they have completed the Form I-9 or they are a current, active employee who already completed onboarding.
• Submitted start dates for brand new employees must take into consideration when the student will have the appropriate valid, original documents to present in person to HR.
  • USCIS Form I-9 Acceptable Documents
• Supervisors may track the status of their new employees via the Student Hourly SharePoint Portal and the My Team Management Dashboard in Workday.
  • My Team Management Dashboard

• To be included in emails to your student during the hiring process, please enter your full email in the request form. Multiple emails may be submitted for inclusion.

• Funding only changes should be submitted directly to your division’s funding contact.
  • Funding Contacts
• The primary payroll approver is automatically the employee’s supervisor. If the supervisor (and supervisory org) is changing, but all other information is staying the same, the request can be emailed to sscstudenthr@uwm.edu.
• Primary and secondary approvers can no longer be adjusted as they were with HRS.

• A Student Hire Request should be submitted for the new position and include a note of which position the student is transferring from to the new position.

• Official Student Hourly Personnel files/documents should be retained in the Department/School/College/Division.
• For retention periods, reference: https://uwm.edu/libraries/archives/records-management/

• Communication will come from sscstudenthr@uwm.edu and from Workday to their UW-Milwaukee email.
• If they have questions, students should “reply all” to emails from sscstudenthr@uwm.edu so that either the HR team or the supervisor can reply with assistance.

• Their legal names (correct spelling is essential) as HR needs this information to properly process their hire.
• Their UWM email, as that is how HR will communicate with them.
• If they currently have an active UW position in Workday:
  • If yes, their start date can be as of the submission date of the hire request.
  • If no, a start date should be determined that works for both parties, and include consideration of when the student will be able to present their valid, original documents to HR for the Form I-9.
• If they are Federal Work Study eligible (optional).

• International students may begin working as of the Hire Request submission date if already a current, active employee or after they present their valid, original documents to HR for Section 2 of the Form I-9 if they are a brand-new employee. This is the same as all other student employees; however, brand new international student employees must obtain their Social Security Number and then bring the SS Card to Engelmann Hall 125 within 90 days of their hire date.

• Resident student hourly employees may continue working up to the final day of the pay period they are graduating in. If a student can show evidence of enrolling the next term as a grad student, they may continue employment.
• International student employees may only work until the last day of the term they are graduating in.

• New student employees may begin working on or after the day they complete Section 2 of the Form I-9. If their position is a Position of Trust, they must complete the Criminal Background Check (CBC) within forty-five (45) calendar days of their start date.
• Students who are currently working in another UWM position may begin working on or after the day the New Hire Request is submitted to HR.
• If a student worked for UWM in the past, but does not currently have an active position, new onboarding is required, including the Form I-9.

Hours per week include hours from all UW jobs the student has

During summer, continuing student employees may work up to 40 hours per week for no more than 89 days

Alert messages will pop up if students are exceeding the weekly limits

• They may work overtime only during the summer and only if the department’s budget allows.
• Students holding multiple jobs must remain under 40 hours per week across all jobs. If there is an expectation or possibility of working beyond 40 hours per week, please work with your HR Business Partner to assess FLSA status and determine compliance requirements. All departments must be made aware of the possibility of overtime.

• A paid or volunteer position with one or more of the following responsibilities: fiduciary duty, unsupervised access to property, or unsupervised access to vulnerable populations.
• For more information: UWM Criminal Background Check (CBC) Policy (SAAP 7-4)
• If you have further questions, please work with your HR Business Partner and/or HR Coordinators to determine if a student position is a POT.

• “Enter Time” – This method is equivalent to the Timesheet method from HRS and allows students to log into Workday and enter their “in” and “out” times for any given day during a pay period.
• “Check In/Out” – This method is similar to the WebClock method from HRS and is used by employees to punch “in” and “out” for each shift in Workday.
• Hours from all positions populate on one timesheet and are visible to the student’s supervisor(s). Supervisors should only review, edit, and approve hours for the position that reports to them.

• Yes, however, preference should first be given to UWM students. The employing unit is responsible for verifying an individual’s eligibility and sending proof of that eligibility to HR.
• The individual must be at least 16 years of age.
• Consult the Student Employment Manual for further information and requirements.