STUDENT HELP “step by step” HIRING

1. Department posts job opening online through PantherJobs,interviews and hires student. For more information go to:

2. Paperwork must be submitted to Business Administration and Technology Operations (BATO) 4 – 5 days prior to the student start date.

3. Student completes W-4 Form. This is required if first employment at UW, or there has been a change of name or marital status. The W-4 for a person must be entered into the Student Appointment/Payroll System prior to I-9 entry or appointment creation.

4. Student completes a Student Enrollment Verification/FICA Exemption form (this form must be completed each semester with a copy of the current class list attached).

5. BATO verifies enrollment and determines if social security and Medicare taxes should be withheld or if student is exempt from FICA.

6. Student completes a Selective Service Compliance form.

7. Student completes an Employee Self-Identification form.

8. Student completes a Direct Deposit Authorization form.

9. Department completes Student Payroll Request form and submits with all paperwork (W-4, Student Enrollment Verification/FICA Exemption, Selective Service Compliance, Employee Self-Identification, and Direct Deposit Authorization forms) to the BATO office.

10. Students must come to the BATO with approve documentations and complete an I-9 Employment Eligibility Verification form.The student completes the top portion of the I-9; the BATO Office verifies the documentations and completes the remaining portion of the I-9. (W-4 must be entered into system prior to the I-9 entry and the I-9 entry must be done prior to creating a new appointment).

11. BATO Office will give the Kronos User Name (User ID) and Password to the supervisor. The supervisor will train the student in the use of Kronos, for recording arrival and departure times, and in the selection of their appointment.

12. If the student misses a punch the student will need to complete a Missing Timekeeping form and give to supervisor to enter into Kronos. Students will not get paid for days that have missed punches. The supervisor should check and make corrections to missed punches daily.

13. The supervisor should review, correct and approve the time record no later than 12:30 pm every other Monday.

14. The Payroll Coordinator (BATO Office) signs off the department’s time records for using Kronos. The Payroll Coordinator prints report for hours to be kept in the BATO Office.

15. The Payroll Office enters the hours into the Student Payroll System.

16. Students can view and print their earning statements online at:

17. BATO will distribute copies of Cash Distribution Reports to supervisors. They can keep track of how much money is being charged to their department and to work-study.

—OVER—

Forms - available in Enderis 1010 or online

Business & Financial Services

  • Direct Deposit Authorization
  • Nonresident/Resident Alien Tax Information Request (UW 1123)
  • Student Enrollment Verification/FICA Exemption form
  • Student Payroll Request Form
  • W-4 Form

Human Resources

  • Employee Self Identification Form
  • I-9 Employment Eligibility Verification Form
  • Selective Service Compliance Form

BATO

  • Missing Timekeeping form

Suggested Kronos / Payroll handouts for students

  • Kronos Student Instructions
  • Kronos My Time Online Training(pgs 1-27) Note: our schools/college use “time stamp"
  • Earning Statements (available online starting Oct A pay period)
  • Payroll Schedule for 2008.pdf
  • Student Employment and Work Study information
  • Student Employment Administrative Manual

Suggested UWM Employment handouts for new hires

  • Classified Work Rules
  • UWM Discriminatory Conduct Policy (includes Sexual Harassment)
  • Drug-Free Policy
  • Confidentiality of University Records
  • Confidentiality Agreement
  • Computing Policy & Guidelines
  • Software (Microcomputer) Use