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Student Employment
  2. Students
  3. Information for Student Workers

Information for Student Workers

Student Onboarding

Creating the work relationship:ÌýStudents who have not previously been employed on-campus mustÌýÌýwith a VU HCM Specialist or Hiring Manager to start the hiring process. Previously-employed students will be available to create a work relationship in Oracle.

All student employees must have aÌýsocial security numberÌýto work on campus.Ìý

´¡²ÔÌýI-9 must be completedÌýbefore you can begin to work.ÌýÌýÌý The I-9 must be completed prior to the studentÌýstart date.Ìý

´¡ÌýW-4 willÌýbe required in order to properly process your take home pay.Ìý : You may submit or update your W-4 information online by logging into the Oracle system, going to Navigator, ME, Pay.Ìý Then select Tax Withholding.Ìý

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Student's Work Week

Undergraduate and all international students are limited to a 19 hours per week, inclusive of all positions, while school is in session. Students may work up to 40 hours per week over holiday and summer breaks.

Graduate/ Professional students are limited to 29.5 hours per week, inclusive of all positions, while school is in session. Academic programs may have additional restrictions on maximum number of hours worked weekly. Students may work up to 40 hours per week over holiday and summer breaks.

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Student Payment

Timesheet Procedures/Tips

UBA - University Biweekly - Time Reporting Required

Timesheets must be completed online in UKG Ready (Kronos). Employees must submit their timesheet for approval by the HR in order to be paid on time.Ìý Only time cards that have not been approved will be editable for the current period. Edits for earlier periods can be made by
an HCM Specialist.

Instructions and additional information may be found in theÌýtime .

Timesheet Process

  • Hourly paid employeesÌýmust submit their Timesheet by the for proper approval.
  • Please view the to acclimate yourself to the system.

Getting Paid

Payroll disbursements to student employees may be made as follows:

  • ¿ìè¶ÌÊÓƵ requires all employees to be paid via .

  • Student workers may now create/update their payroll direct deposit account information online within the Pay module in Oracle Cloud. Instructions for managing payroll direct deposit accounts in Oracle are available .

Direct Deposit may take one or two pay periods to become effective, so during that time, you may receive a paper paycheck. Paper checks are mailed to the address we have listed in Oracle, so we request that you review your contact information regularly. To update your address, after logging into Oracle, click the Personal Information icon and then Contact Info.

If you have questions or need assistance please via in Oracle (select the Payroll Category), or contact the Payroll team via email at payroll@vanderbilt.edu.

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