Tools and Resources


A student employee is any full-time or part-time student who works for Emory for pay. Students may be employed only in a temporary part-time (student) status.

Student employees play an active, vital role on the Emory University campus. HR Data Services works closely with the Student Employment Office and the Payroll Office to ensure timely processing of hiring paperwork for all new student employees.

Most student employees are hired during high-volume periods of time. Departmental representatives are encouraged to utilize the HR Web Student Hire and the Pre-Start Service in a timely manner.

Contact Human Resources Data Services to receive training on the student hiring process and corresponding Student Online Orientation and Pre-Start manager's user interface for completing Form I-9.    

You may also want to view information for Rehiring a Former Student Employee.

Federal regulations prohibit the hiring of any employee who is not legally authorized to work in the United States. For assistance with HR Web Student Hire, contact HR Data Services at 404-727-7563 or 404-727-6060.



All required paperwork must be completed online by the student being considered for the position at http://www.hr.emory.edu/Orientation. It will be routed electronically to Data Services by the published deadlines in order for new student employees to be paid based on the Payroll Schedule.

For each student applicant, the following documents must be completed:

  • HR Web Student Hire (request access here): Students in job codes 9900 and 9910 must also be hired using the HR Web Student Hire function. Consult the HR Web Student Hire Manual for instructions on entry. Entry of student hires must match the requirements outlined in the Critical Fields Chart for students to be paid and taxed correctly.

  • I-9 Form: An I-9 Form is required for all new applications and must be completed by the student on or before their first day of work for pay.

  • W-4 Form, G-4 Form, and Direct Deposit Authorization Form are completed by the student in online orientation. Non-resident alien employees should NOT complete tax forms. These employees need to make an appointment with the Non-Resident Alien Tax Specialist in the Controller's Office (404-727-6080) to have tax status and any treaty benefits determined as soon as possible. See the HR Web Student Hire Manual for specifics on the requirements for student tax exemption.

  • E-Verify: Emory University is an E-Verify Employer and all hired students must be put through the E-Verify Process by Data Services.

  • Work Authorization Documents: all student hires that are classified as temporary aliens must be able to show their current Bureau of Citizenship and Immigration Services (BCIS) documentation of eligibility to work in the U.S.

  • Time and Attendance Data: If the student employee is paid bi-weekly (job codes 9998 and 9900), submission of Time and Attendance data is required on HR Web Student Hire. All departments must enter a pay configuration (a lunch period will be deducted from the employee's time worked after 6.5 consecutive hours). See KRONOS (Time and Attendance) Instructions for Student and Temporary Employees.

  • WS funds Tracking Template: If the student is hired into job code 9998 with Federal Work Study funding, the student earnings must not exceed the award amount listed on the HR Web Student Hire Job Summary display. Use the WS Funds Tracking Template (MS Excel), a spreadsheet to track earnings.