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, and are hired directly by the department they will be working with.
How to: Overview · How to: Detailed Steps · Related Forms · Related Policies · Frequent Questions
- Department makes arrangements with the student to perform services.
- Department and student complete and sign paperwork.
- Department enters and approves appointment using HR Banner.
- Additional Student Wage Action:
- Department requests a status change for a student wage position.
- Department terminates the student job using HR Banner.
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How to: Detailed Steps
Step One: 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.
Step Two: Department and student complete and sign paperwork.
1. Department obtains a signed Wage Appointment Form (P117), and maintains it in departmental 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 and/or 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 Check or 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.
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Step Three: 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 HR 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.
Additional Student Wage Action:
Department requests a status change for a 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 student 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 student 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 student wage job using HR Banner.
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 student job end 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 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 student 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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Related Forms
Related Policies
None available at this time
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.