To facilitate a smooth process when hiring student employees, it is important to follow these guidelines.

To ensure that a student employee can start on the scheduled date of hire:

• Check student employment eligibility 
  • Review eligibility requirements on the Hiring Student Employees webpage
• Complete the hire process 7-10 business days before the hire date in Workday
  • Ensure you have the required information to complete the Student Employment New Hire Data Sheet and Personal Data Form 
• Verify if a new hire has an existing record
  • You can check for employee/former employee duplicate records using the “Run INTH-S099 SSN'' integration in Workday. 
    • It is necessary to enter the full Social Security Number without dashes
• When entering the supervisor name in the hire process, ensure it has a “POOLED” supervisory organization {e.g. UNLV Department Name - POOLED  (Supervisor Name)}
  • If one does not exist, then complete a Supervisory Organization Request (SOAR)
• For work study student employees, reach out to the work study coordinator from the Office of Financial Aid and Scholarships to activate their award
• Alert approvers once a hire is in route
  • A student employee can not start working until the process above has been completed and approved by Human Resources 

Other things to consider during the hiring process:

• It is recommended that the hire date be the first or the 16th of the month to align with the pay period.
• For I-9 compliance: 
  • New hires must complete Section 1 on the first day of employment/work
  • Section 2 must be completed and signed within three days of the new hire’s first day of employment/work by an individual authorized by the employer to do so (the “authorized individual”)
• OIT emails Workday access to employee 24 - 48 hours after the approval of a hire 
• Without Workday access, an employee can’t clock in or out, can’t complete I-9, and can’t get paid

For more information, visit the Hiring Student Employees webpage.