Steps Required to Hire a Student Employee

  1. All student employees complete a W-4, I-9 (new student employees only), and a Personal Information Form. FWS student employees complete a FWS Student Information Form and sign the student portion of the FWS Contract. These forms may be picked up in the Student Employment Office.
  2. Employing department completes the FWS Contract or the Personnel Action Form (PAF).
  3. Employing department should retain a copy of the PAF or a copy of the FWS Contract.
  4. Attach all required forms to the PAF or FWS Contract by stapling together.
  5. Signatures from authorized department personnel as well as student signatures must be on all required forms.
  6. Send approved PAF or FWS Contract plus all required forms to:
    Student Employment, Office of Student Financial Aid
    2309 West End Ave., Nashville, TN 37203-1725

Forms Required
FWS Student Information Form
Personnel Action Form (PAF)
FWS Contract
I-9 – Done Online
W-4
Personal Information Form
FWS Employment

Institutional Employment

Timesheets

FWS timesheets (Brown Back) should be turned in to Student Employment in the Office of Student Financial Aid, 2309 West End Ave.

IE student's timesheets (Brown Back) are sent to Payroll Processing. Mail to VU Station B #357718, 2301 Vanderbilt Place, Nashville, TN 37235-7718 or deliver to 975 Baker Building, 110 21st Ave., Nashville, TN 37203.

IE student's timesheets (Green Back) are sent to Medical Payroll. Deliver to Medical Center North, 1161 21st Ave., Nashville, TN 37232-2567

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.