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Student Employment
  2. Students
  3. Information for Student Workers

Information for Student Workers

Student Onboarding

Creating the work relationship: Students who have not previously been employed on-campus must share their data access with a VU HCM Specialist or Hiring Manager to start the hiring process. Previously-employed students will be available to create a work relationship in Oracle.

All student employees must have a social security number to work on campus. 

An I-9 must be completed before you can begin to work.   I-9 is a 2 Step Process.  The I-9 must be completed prior to the student start date. 

A W-4 will be required in order to properly process your take home pay.  Please review the following: You may submit or update your W-4 information online by logging into the Oracle system, going to Navigator, ME, Pay.  Then select Tax Withholding. 

 

Student's Work Week

Undergraduate and all international students are limited to a 19 hours per week, inclusive of all positions, while school is in session. Students may work up to 40 hours per week over holiday and summer breaks.

Graduate/ Professional students are limited to 29.5 hours per week, inclusive of all positions, while school is in session. Academic programs may have additional restrictions on maximum number of hours worked weekly. Students may work up to 40 hours per week over holiday and summer breaks.

 

Student Payment

Timesheet Procedures/Tips

UBA - University Biweekly - Time Reporting Required

Timesheets must be completed online in UKG Ready (Kronos). Employees must submit their timesheet for approval by the HR established deadline in order to be paid on time.  Only time cards that have not been approved will be editable for the current period. Edits for earlier periods can be made by
an HCM Specialist.

Instructions and additional information may be found in the time approval guide.

Timesheet Process

Getting Paid

Payroll disbursements to student employees may be made as follows:

  • Vanderbilt University requires all employees to be paid via Direct Deposit.

  • Student workers may now create/update their payroll direct deposit account information online within the Pay module in Oracle Cloud. Instructions for managing payroll direct deposit accounts in Oracle are available here.

Direct Deposit may take one or two pay periods to become effective, so during that time, you may receive a paper paycheck. Paper checks are mailed to the address we have listed in Oracle, so we request that you review your contact information regularly. To update your address, after logging into Oracle, click the Personal Information icon and then Contact Info.

If you have questions or need assistance please submit a service request via My Knowledge in Oracle (select the Payroll Category), or contact the Payroll team via email at payroll@vanderbilt.edu.