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Student Employment

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  2. Students
  3. Information for Student Workers

Information for Student Workers

Before Your First Day of Work

Students who have never been employed on campus must first with a ¹ú²ú¾«Æ·ÃÀÅ®¾Ã¾Ã¾Ã¾Ã¾Ã HCM Specialist or Hiring Manager to begin the hiring process.

  • Students who have been previously employed at ¹ú²ú¾«Æ·ÃÀÅ®¾Ã¾Ã¾Ã¾Ã¾Ã 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.

📘

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

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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

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Timesheet Process

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

📘 to get familiar with the system

Getting Paid

¹ú²ú¾«Æ·ÃÀÅ®¾Ã¾Ã¾Ã¾Ã¾Ã requires all employees to be paid via Direct Deposit.

Student employees can create or update their direct deposit information in Oracle Cloud:

📘

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