Student Employment - Rehiring a Former Student Employee

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.

Rehiring a Former Student Employee

All required paperwork must be completed and submitted to Data Services by the published deadlines in order for student employees to be paid based on the Payroll Schedule 2011.

For each returning student employee, the following documents must be submitted:

HR Web Student Hire entry of Student Re-Hires is REQUIRED for rehiring all student employees in job codes 9998, 9900, 9910, and for hiring or rehiring students in job codes 9905 (NRSA Grant funding) and job code 9901 (stipend). The paper New Student Hire Form or HRAFs may NOT be used.
- 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.
- Workstudy hires and rehires must have a job description posted in the Monstertrak data base - contact Student Employment for account set-up or assistance at (404) 727-6039.
A W-4 Form (Federal Withholding Statement) and a G-4 Form (Georgia Withholding Statement) are necessary for rehires if the student was terminated from Emory University employment 120 days ago or more.
- NOTE: Non-resident alien employees should NOT complete tax forms, but should make an appointment with the Nonresident 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.
A Direct Deposit Authorization Form is necessary for rehires if the student was terminated from Emory University employment 120 days ago or more or if the student has changed banks since the last employment.
Emory University is an E-Verify Employer
Form I-9 (Verification of Identity and Eligibility for Work in the U. S.) is required for all new applicants within the first three days of employment. See E-Verify Process for All EUV Hires and Rehires.
- This form is not required for rehired students unless it has been 12 months or more since the student was terminated from Emory University
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. at the time of rehire.
If the student has a new address, a Personal Information Change Form is required.
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
  3770 North Decatur Rd
  Decatur, GA 30032
  Phone: (678) 676-0724
If the student employee is biweekly paid (job codes 9998 and 9900), submission of Time and Attendance (KRONOS) 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 Employees 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.

NOTE: Send paperwork with HR Web Student Hire Entry Cover Sheet in an envelope marked "Human Resources Data Services" via the HR/Payroll Drop Boxes in one of 4 locations:

SOM Dean's office
Outside White Hall on central campus
Outside the Payroll Office at 1599 Clifton Road, Payroll/Procurement Lobby area
Human Resources Employment Services or Data Services at 1599 Clifton Road

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 functions, contact Data Services at (404) 712-6066 or (404) 727-0227.

Documents and Forms

Payroll Schedule 2011	HR Web Student Hire System Manual
KRONOS (Time and Attendance) Instructions for Student and Temporary Employees	HR Web Student Hire Entry Cover Sheet
WS Funds Tracking Template	E-Verify Process for all EUV Hires and Rehires
W-4 Form	G-4 Form
Age Certification Form	Direct Deposit Authorization Form
Form I-9