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Hiring Student Workers
Steps Required to Hire a Student Employee
- All student employees complete a W-4, the online I-9 (new student employees only), and a Personal Information Form. FWS student employees complete a FWS Student Information Form. These forms may be emailed to the department or picked up in Student Employment.
- Employing department completes the FWS Action Form (FWS/AF) or the Personnel Action Form (PAF).
- Employing department should retain a copy of the PAF or a copy of the FWS/AF.
- Attach all required forms to the PAF or FWS/AF by stapling together.
- Signatures from authorized department personnel must be on the PAF or FWS/AF.
- Send approved PAF or FWS/AF plus additional forms to: Student Employment, 2309 West End Ave.
Timesheets Procedures/Tips
Students employed by University departments:
FWS timesheets (Brown Back) should be turned in to Student Employment , 2309 West End Ave.
IE student's (Brown Back) are sent to Payroll Processing. Mail to VU Station B #357718, 2301 Vanderbilt Place,
or deliver to 975 Baker Building, 110 21st Ave.
Students employed by Medical Center departments:
FWS (Job Codes 9375-9387) timesheets (Green Back) should be turned in to "Student Employment" (mark envelope) via the Medical Center North Payroll Dropbox or delivered directly to Student Employment, 2309 West End Ave.
IE student's timesheets (Green Back) are sent to Medical Payroll. Deliver to Medical Center North Payroll Dropbox.
Monthly paid student employees are not required to complete time sheets. However, if a student holds both a monthly AND an hourly position, the student IS required to turn in a time sheet for ONLY hours worked in the hourly job.
Proper Timesheet Checklist
- Submit Timesheets on time. Refer to the Payroll Calendar link.
- Student must sign, total each column, and submit to supervisor for signature.
- Make sure timesheet is signed by the proper department authority.
- Student should have completed the START/STOP time in the space provided on the bottom portion of the timesheet. Complete the total daily/weekly hours with one decimal place using the correct method presented on the back of the timesheet.
- Students and supervisors should retain copies.
- Check that the pre-printed job codes and center numbers are correct.
- It takes 2-3 pay cycles before preprinted timesheets are issued to hiring department.
- Do not permit students to accumulate time sheets.
- Timesheets for students who not longer work in your department should be shredded. Complete and forward to the Student Employment Office a Change in Student Employment Status Form. Notate that the student has terminated employment and the effective date.
Check out The Buzz Newsletter for the latest Vanderbilt Student Employment News.