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Hiring Student Workers

Student's Work Week

Undergraduate and all international students are limited to a 20 hours per week, inclusive of all positions, while school is in session. Students may work up to 40 hours per week over holiday and summer breaks.
Graduate/ Professional students are limited to 29.5 hours per week, inclusive of all positions, while school is in session. Academic programs may have additional restrictions on maximum number of hours worked weekly. Students may work up to 40 hours per week over holiday and summer breaks.

Steps Required to Hire a Student Employee

Vanderbilt Institutional Employment (VIE)
(Not using FWS funding)

Employing department completes:

  1. Personnel Action Form (PAF) for new hires
    OR
    Personnel Action Form (Turnaround) for rehires
  2. Choose the Job Code.
  3. Attach all required forms to the PAF by stapling together.
  4. Signatures from authorized department personnel must be on the PAF.
  5. Retain a copy of the PAF. Send approved PAF plus student's additional forms to: Student Employment, 2309 West End Ave. Medical departments: Please put in a separate envelope marked STUDENT EMPLOYMENT prior to dropping it into the Medical Payroll dropbox located at MCN.

All New Hire student employees complete:

  1. W-4
  2. I-9 online process only - no paper I-9 forms 
  3. New Employee Information Form

Attach the documents to the New Hire PAF and send to Student Employment for proper processing.

 

Federal Work Study Employment (FWS funding)

Employing department completes:

  1. Request a FWS Action Form from Student Employment.
    Send: Student's full name, including middle initial to StudentEmployment@vanderbilt.edu. Complete all the required fields once the FWS Action Form is received.
  2. Choose the Job Code. Complete Job Description.
  3. Attach all required forms to the FWS Action Form by stapling together.
  4. Signatures from authorized department personnel must be on the FWS Action Form.
  5. Send approved FWS Action Form plus student's additional forms to:
    Student Employment, 2309 West End Ave.
    Medical departments: Please put in a separate envelope marked STUDENT EMPLOYMENT prior to dropping it into the Medical Payroll dropbox located at MCN.

All New Hire student employees complete:

  1. W-4
  2. I-9 online process only - no paper I-9 forms 
  3. New Employee Information Form

 Attach the documents to the New Hire FWS Action Form and send to Student Employment for proper processing.

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Hiring Departments

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