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Student Wage Procedures

Student wage employees fill essential roles within the academic and administrative departments at Virginia Tech. Student wage employees are exempt from normal recruiting requirements. They are hired directly by the department.

Detailed Steps

Department locates a student candidate and makes arrangements with the student to perform the work.*
*Some foreign nationals cannot be hired at Virginia Tech. Please contact the Controller's office to attend a training class on Employing Foreign Nationals.
Department and student complete and sign paperwork
  1. Department maintains a signed Wage Appointment Form (P117) in its files in accordance with the retention schedule established by Records Management.
  2. Student 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 the Social Security card to the payroll office (0339).
  6. Conviction/Driving Checks (if applicable) - University policy #4060 identifies certain positions that require conviction and/or driving checks based on job duties or departmental requirements. The policy guidelines apply to certain student positions. Check with your Senior Management or Human Resources to determine if a conviction/driving check is required.  If required, have the student complete the Conviction/Driving Check form and return to Human Resources. The results of the check should be completed and reviewed by Human Resources before the student begins work.
Enter and approve appointment

Enter the wage appointment. Each department should have at least one person who has access and has had training to enter actions in the HR Banner system. 

Approve the wage appointment. Each department should also have at least one person who has access and has had training to approve actions in the HR Banner system. 

Additional Student Wage Actions

Status change request for a student wage position

Department obtains a signed Wage Appointment Form (P117) reflecting the status change. The department maintains the file in accordance with the retention schedule established by Records Management.

Enter the status change. 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.

Approve the student appointment. 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. 

Termination of a student wage job

Enter the student job end. 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.

Approve the student job end. 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.

Support

Video tutorials, user guides and FAQs for HR Banner are available online in the Resource Guide. The Human Resources Service Center at 540-231-9331 can provide assistance with the status change and approval steps.

Frequent Questions

Where can a department advertise student wage positions?

Departments wishing to advertise their positions can fax information to Career Services at (540) 231-8018 to be posted in the local binders and on the bulletin board.  Departments can also post positions on Hokies4Hire website.  


Contact Us

HR Service Center
Hours: 7:30 a.m.-5 p.m.
Telephone: 540-231-9331
Fax: 540-231-3830
Email: HRServiceCenter@vt.edu
Start a Chat

Resource Guide


Related Policies

None available at this time