Information for Student Workers

Quick Links

Before Your First Day of Work

Students who have never been employed on campus must first share their data access with a Vanderbilt HCM Specialist or Hiring Manager to begin the hiring process.

  • Students who have been previously employed at Vanderbilt will be able to create a new work relationship directly in Oracle.

🔒 Note:

All student employees must have a Social Security Number on file before they can begin working.

  • I-9 Employment Eligibility Verification

    All new student employees are required to complete an I-9 before they can begin working.
    The I-9 is a two-step process and must be completed prior to your official start date.
    📘 Learn more about the I-9 Process

  • W-4 Tax Withholding

    To ensure proper calculation of take-home pay, students must complete a W-4.

    You can submit or update your W-4 information online:

    1. Log into Oracle

    2. Go to Navigator > Me > Pay

    3. Select Tax Withholding

    📘 View W-4 Instructions

Student Work Week Guidelines

  • Undergraduate & International Students
    • May work up to 19 hours per week while classes are in session
    • May work up to 40 hours per week during official holiday and summer breaks
    • Hour limits apply across all campus positions combined
  • Graduate/Professional Students
    • May work up to 29.5 hours per week during the academic term
    • May work up to 40 hours per week during breaks
    • Important: Individual academic programs may set stricter limits — please check with your department

Student Payment & Timesheet Procedures

  • UBA – University Biweekly Time Reporting Required

    All student workers must submit timesheets using UKG Ready (Kronos) by the HR-established deadlines.

    • Only unapproved timecards may be edited during the current period
    • For changes to previous periods, contact your HCM Specialist

    📘 HR Payroll Calendar

  • Timesheet Process

    All hourly-paid student employees must submit their timesheet by the deadline each pay period to ensure proper approval and timely payment.

    📘 Timesheet FAQs to get familiar with the system

  • Getting Paid

    Vanderbilt University requires all employees to be paid via Direct Deposit.
    Student employees can create or update their direct deposit information in Oracle Cloud:

    📘 Direct Deposit Setup Instructions
    Things to Know:

    • Direct deposit can take 1–2 pay periods to become active
    • During setup, you may receive a paper check
    • Paper checks are mailed to the address listed in Oracle
      👉 Please verify and update your address regularly:

      • Log into Oracle

      • Click the Personal Information icon
      • Go to Contact Info
  • Need Help?

    If you have questions or need assistance:

    • Submit a Service Request via My Knowledge in Oracle (select the Payroll category), or

    • Email the Payroll team at: 📧 payroll@vanderbilt.edu