The HireADore Newsletter
December 2016
December Graduation & Spring Term Study Abroad
Students who graduate in December or are on Study Abroad for the Spring semester need to be terminated using ePAC or by submitting a PAF Turnaround. If you use a blank turnaround, please also provide the job code.
Hiring Dates & I-9
When completing a PAF New Hire, please put the first date that the student actually starts work. Check with the supervisors (if applicable) for the correct start date prior to sending to Student Employment.
An I-9 must be completed prior to or within three days of the hire date. If it is not completed within the three days the student will be terminated and unable to work until they have completed the I-9 Process. Original verification documentation is required. No copies will be accepted.
Section 2 of the I-9 is to be completed by the student at HR in the Baker building, 110 21st Ave, 10th floor . HR is open Monday 7:30 am to 5 pm and Tuesday through Friday 8 am to 5 pm.
REMOTE I-9: Did you know that if a student is out of town they can complete the I-9 remotely? Email Student Employment for more information.
Payroll Deadlines
Please visit the University HR payroll calendar: https://hr.vanderbilt.edu/compensation/payroll-calendar.php
OR
VUMC payroll calendar: https://hr.mc.vanderbilt.edu/payroll/payroll-calendar.php
Student Employment Holiday Hours
Student Employment will be closed November 24 & 25 for the Thanksgiving holiday.
Student Employment will be closed December 23 - January 2 for the holiday break.
Do Not Add Future Termination Dates on UBA PAFs
Please do NOT put future termination dates on hire paperwork for hourly paid employees. We do not process that termination date as it prevents your student from accessing e-timesheet.
W-4
There was some confusion regarding W-4 and student pay. Student hiring paperwork will be processed without a W-4 and the student will be paid! Once the W-4 is completed please forward it to Student Employment, either attached to the hiring paperwork OR as soon as it is available.
Hiring an International Student without a Social Security Number
Don't hesitate to send Student Employment the hiring paperwork for your international students. Please put the student's Commodore ID in place of the SSN. Then refer the student to http://www.vanderbilt.edu/studentemployment/students/international.php.
No Paper Timesheets
Please remind and strongly encourage your student employees to submit their e-timesheet. Paper is going away! If a paper timesheet is received, it must be manually reviewed and processed and may result in a delay of pay.