Non-Student Wage Procedures
- Department contacts Human Resources to advertise the position.
- Department makes arrangements to interview top candidates.
- Department checks references for top candidate(s).
- Department offers the position to top candidate.
- Department submits interviewing paperwork to the HR Representatives.
- Department and employee complete and sign paperwork.
- Department enters and approves appointment using HR Banner.
- Additional Non-Student Wage Actions:
- Department requests a status change for a non-student wage position.
- Department terminates a non-student wage position.
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How to: Detailed Steps
Step One: Department contacts Human Resources to advertise the position.
Departments are advised to work with their HR Representative to help advertise for the position. Please discuss with HR Representative if more extensive recruiting activities are desired because of affirmative action commitments, level of responsibility, or unique responsibilities and qualification requirements.
Additional information is available in Policy 4032: Recruitment Guidelines for On- and Off-Campus Wage and Salaried Classified Positions
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Step Two: Department makes arrangements to interview top candidates.
When the job advertisement closes, the HR Representative assigned to your department will help screen the eligible applications and identify the most qualified candidates for interview. The department should prepare interview questions to be asked of each candidate, and then schedule the interviews.
Step Three: Department checks references for top candidate(s).
Reference checks with current and previous supervisors must be conducted on the final candidate(s) being considered for the position. Section 9 on the Virginia State Application Form should be checked to ensure that the applicant would permit their current supervisor to be contacted. Additional guidelines and recommendations for effective reference checks are included in the Employment Interviewing Handbook. Degrees and required licenses or certifications should also be verified. At minimum, the supervisor must attempt to obtain the following job-related information.
- Name
- Employment dates
- Job held-title, duties
- Beginning and ending salaries
- Training completed
- Job performance
- Eligibility for rehire and reason for leaving
Documentation of reference checks, including notes, should be maintained in strict confidentiality. Pursuant to the Virginia Privacy Protection Act, an agency must not release to anyone including the employee, recommendations or letters of reference. These records should be kept in a confidential file.
Step Four: Department offers the position to top candidate.*
The department should work with their HR Representative to determine the appropriate salary to be offered to the top candidate prior to contacting the candidate with the offer.
* Some foreign nationals cannot be hired at Virginia Tech. Please contact the Controller's office to attend a training class on Employing Foreign Nationals.
Step Five: Department submits interviewing paperwork to the HR Representative.
Departments should submit the following items to the HR Representative assigned to their department:
- Original signed employment application of the successful candidate
- Original completed and signed Applicant Interview Record (P107) listing all applicants interviewed and screening criteria
- Copy of the interview questions (without responses)
- Copy of the work sample guidelines and criteria (if applicable)
- Offer letter with original signature of acceptance for successful applicant
- Copies of rejection letters for unsuccessful applicants
Note: If a criminal conviction check is required for the position, the new employee must personally come to Human Resources to fill out the required form. If a drivers license check is required for the position, the employee can mail the form to Human Resources.
Step Six: Department and employee complete and sign paperwork.
1. Department obtains a signed Wage Appointment Form (P117) and have the employee fill out the Wage Employment Information Supplement (P12W). These documents need to be maintained in departmental files in accordance with the retention schedule established by Records Management.
2. Employee completes W4 and VA4 tax forms.
3. Department and employee complete the I-9 form.
4. Department makes a copy of the employee's social security card, as appropriate.
5. Department submits W4, VA4, I-9, and copy of social security card to the payroll office (0339).
Step Seven: Department enters and approves appointment using HR Banner.
Each department should have at least one person who has access and has had training to enter actions in the HR Banner system. That person should enter the wage appointment as they were trained to do so. Detailed entry instructions are available online (Enterer's Manual) in the Resource Guide. In addition, the Service Center at (540) 231-9331 can provide assistance with the entry steps.
Each department should also have at least one person who has access and has had training to approve actions in the HR Banner system. That person should approve the wage appointment as they were trained to do so. Detailed approval instructions are also available online (Approver's Manual) in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
Back to Top Additional Non-Student Wage Actions:
Department requests a status change for a non-student wage position.
1. Department obtains a signed Wage Appointment Form (P117) reflecting the status change, and maintains it in departmental files in accordance with the retention schedule established by Records Management.
2. Each department should have at least one person who has access and has had training to enter status change actions in the HR Banner system. That person should enter the wage status change as they were trained to do so. Detailed entry instructions are available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the status change steps.
Each department should also have at least one person who has access and has had training to approve status change actions in the HR Banner system. That person should approve the wage appointment as they were trained to do so. Detailed approval instructions are also available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
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Department terminates a non-student wage employee.
Each department should have at least one person who has access and has had training to enter job end actions in the HR Banner system. That person should enter the wage job end as they were trained to do so. Detailed entry instructions are available online and can accessed in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the job end steps.
Each department should also have at least one person who has access and has had training to approve job end actions in the HR Banner system. That person should approve the wage job end as they were trained to do so. Detailed approval instructions are also available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
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- Policy 4032: Recruitment Guidelines for On- and Off-Campus Wage and Salaried Classified Positions
- My department does not have enough funding for a salary position; can we hire an emergency hire and have the person just keep staying on after 130 days until we can get enough funding? No, departments cannot use emergency hires for this type of situation. An option would be to advertise and fill the position as a wage position for the time being. Then, advertise a salary position later once funding was received.
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