Student Employment

Student employees play an active, vital role on the Emory University campus. 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. Because most student employees are hired at very high-volume periods, Departmental Representatives are encouraged to utilize HR Web Student Hire and the Pre-Start Service in a timely manner. Contact Shauntae Cleveland at (404) 712-9274 in 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.

Electronic Paperwork for New Student Employees

All required "paperwork" must be completed online by the Student at http://www.hr.emory.edu/Orientation and routed electronically to Data Services by the published deadlines in order for new student employees to be paid based on the Payroll Schedule 2011.

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

HR Web Student Hire - (request access here) Entry of Student Hires or Re-Hires is REQUIRED for hiring Federal Work-Study student employees job code 9998, students in job code 9905 (NRSA Grant funding) and job code 9901 (stipend). 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.
Form I-9 (Verification of Identity and Eligibility for Work in the U. S.) is required for all new applications within the first three days of employment. See E-Verify Process for all EUV hires and rehires.
- I-9 Section 1 is completed by the student at: http://www.hr.emory.edu/Orientation
- I-9 Section 2 is completed by the manager at: http://www.hr.emory.edu/Prestart
NOTE: An I-9 Fax Coversheet (found for each student at http://www.hr.emory.edu/Prestart) must be faxed to Data Services with the supporting I9 documents.

A W-4 Form (Federal Withholding Statement),G-4 Form (Georgia Withholding Statement), Direct Deposit Authorization Form are completed by the student during online orientation.

NOTE: Non-resident alien employees should NOT complete tax forms, but should 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.

Emory University is an E-Verify Employer
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.
An Age Certification Form must be submitted if the student is under 18 years of age at the time of hire (required by DeKalb County). The student must physically go to the DeKalb County Board of Education to receive a work permit. Contact:
- Paula A. Higgins
  Premier' DeKalb County School System
  Community Relations Division
  Public/Press & Partner Relations and Support Programs
  1701 Mountain Industrial Blvd
  Stone Mountain, GA 30083
  Phone: (678) 676-0724
If the student employee is biweekly paid (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 (default length of lunch period to be auto-deducted from an employee' s time worked after 6.5 consecutive hours).
- KRONOS (Time and Attendance) Instructions for Student and Temporary Employees
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 this spreadsheet to track earnings: WS Funds Tracking Template.

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 Data Services at (404) 727-7563 or (404) 727-9274.

Documents and Forms

Payroll Schedule 2011	HR Web Student Hire System Manual
KRONOS (Time and Attendance) Instructions for Student and Temporary Employees	Form I-9 (Reference Only complete online)
KRONOS Information for Campus Services Division Only	HR Web Student Hire Entry Cover Sheet (Now located with in the Pre-Start application)
WS Funds Tracking Template	E-Verify Process for all EUV Hires and Rehires
W-4 Form (Reference only complete online)	G-4 Form (Reference only complete online)
Age Certification Form	Direct Deposit Authorization Form (Reference only complete online)