New Student Employee Onboarding
If you are a brand-new employee to UWM, once the Hire Request is received from the department, Human Resources will initiate your hire in Workday. Within a few days of your hire being initiated, you will receive a notification from Workday that the onboarding tasks are available in your Workday profile. These tasks will include completing Section 1 of the Form I-9 and all other onboarding paperwork (Tax forms, direct deposit, self-ID, etc.).
Once Section 1 of the Form I-9 is completed in Workday, new employees must visit the HR office in Engelmann Hall #125 to present their valid, original forms of identification for Section 2 of the Form I-9. This must be done in-person, preferably on or before the start date, but no later than 3 days after the start date, and can be done during normal office hours, Monday-Friday, 8:00 A.M. – 4:00 P.M. No appointment necessary.
USCIS Form I-9 Acceptable Documents
International Students: Please bring a print-out of your Form I-20 in addition to the other documents.
Please Note:
- The employee completes only Section 1 of the Form -9 in Workday.
- The Form I-9 requires that you present your original documents to an HR representative to establish your identity and employment eligibility.
- Section 2 of the Form I-9 cannot be completed without the required original documents (one item from List A or one item from both list B and C. We are unable to accept photocopies or pictures of the documents.
- The Onboarding tasks need completion only once, unless an employee has a break in employment.
Criminal Background Check (CBC) & Positions of Trust (POT)
Per the UWM Criminal Background Check (CBC) Policy (SAAP 7-4), Student Hourly Employees in a Position of Trust (POT) must complete a Criminal Background Check (CBC). If the results are unacceptable OR if the CBC is not complete within forty-five (45) calendar days of the start date, employment will be terminated.
Positions of Trust include positions with fiduciary duty, unsupervised access to property, or unsupervised access to vulnerable populations and should be indicated in the Job Posting and/or Offer Letter.
During the hire process, Human Resources will confirm via email if your new position is a POT and provide information on how to initiate the CBC process. If you already have a current CBC on file that meets the POT requirements of the new position, you will receive an email notifying you that the CBC is complete.
Reporting Requirements for Employees in Positions of Trust:
All individuals serving in a Position of Trust must report any criminal arrests, pending charges, or convictions (excluding parking violations) to Human Resources within 24 hours of the incident or at the earliest possible opportunity. Failure to make the required report may constitute a violation of this policy and result in disciplinary action up to and including dismissal.
Compliance Training
All UWM employees, including student employees, must complete compliance training courses:
- Sexual Harassment (Title IX)
- Information Security Awareness Training
- Mandated Reporter
- New Employee Safe Start Training
The compliance training courses are online and accessed through my.wisconsin.edu. UW-Shared Services will notify student employees of their training requirements by email.
Time Reporting & Payroll
- Workday Website
- How to enter work hours in Workday
- Employee Payroll Calendars
- How to view your current and historical payslips
- How to update Federal tax withholding
- How to update State/Local tax withholding
- How to update Payment Elections (Direct Deposit)
- How to apply for a Social Security Number
- Tax Resources
Student Employment Manual
You may view the Student Employment Manual here.
Graduate Assistants Handbook
The UWM Graduate School has resources for graduate assistants. For additional information regarding hour limits for those holding a combination of assistantship and student hourly positions please see:
Minimum and Maximum Appointment Levels
Address:
UWM Graduate School
Mitchell Hall, Room 261
3203 N. Downer Ave.
Milwaukee, WI 53211
Source: Graduate School
Additional Campus Resources
Student Hourly Employment Frequently Asked Questions
Yes! With the exception of bringing your valid, original forms of identification to HR for Section 2 of the Form I-9, all other onboarding “paperwork” is completed in Workday. You will receive a notification from Workday once the onboarding tasks are available in your Workday account.
- New student employees should discuss the start date with their new supervisor to determine a start date on or after the day they can bring their I-9 documents in person to HR. The I-9 must be completed before you begin working.
- Current student employees accepting an additional position may start once the Student Hire Request is submitted.
| Student Employee Type | Fall | UWinteriM | Spring | Summer |
|---|---|---|---|---|
| US Resident | 25 | 25 | 25 | 40 |
| International | 20 | 25 | 20 | 40 |
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
- U.S. 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.
The trainings become available when your position is active as they should be completed during work hours. For more information, visit Compliance Training.
An additional CBC may need to be completed if the one on file does not meet the CBC/POT requirements of the new position. Additionally, for certain POTs, CBCs must be completed every four years.