Human Resources
Student Office Workers

Procedure For Hiring (Human Resources Regulated)
Student office worker positions are regulated by Human Resources. You must call or e-mail Phyllis M. Bibb to have this status qualified (434.924.3594 or pmb9f@virginia.edu).

Student office worker requests may be made at any time. Within the request form, you may identify your employee by name, seek applicants, or request to have a student position posted. The position will be posted on CAVLink by Phyllis M. Bibb. The applicant will contact the department for an interview. If agreed to hire, the department must send the student office worker request form to Ms. Bibb in the Budget Office in order to place the individual on the payroll system. The student must complete any needed payroll forms within three (3) days of the initial hire date.

30-Day Prior Rule
You must have a request in its completed form at least two (2) pay periods (or 30 days) prior to the due date of timesheets.

Request Form
Each section needs to be completed legibly by the department administration. No omissions. The form downloaded needs to be printed and copied--both are submitted to Phyllis M. Bibb. The Department/Organization is the area to be charged. The Start Date of the appointment must be understood by the student. The student needs to complete his/her payroll forms within three (3) days of that initial hire date.

Required Student Forms

These forms are required for Office Workers. All of these forms may be completed at the Human Resources/Payroll Office, Room A205 with Phyllis M. Bibb.

• I-9 Form
  Section I to be completed before or by first day of work. The Federal Law Immigration Reform and Control Act of 1986 (IRCA) requires that employers examine documents on all new employees. This is to verify identity, U.S. citizenship, or the authorization of aliens to be employed in the U.S. Proper original forms of I.D. must be available for scanning before permitted to legally work.
• Selective Service Compliance Form [PDF] - required for males only
• Tax Forms - These forms may be filled out through the Self-Service Online System. Both are required for U.S. citizens; non-U.S. citizens will be sent to a tax specialist.
  Federal (W-4) [PDF] - submit online in Oracle on the UVA Employee Self-Service Online System
  State (VA-4) Instructions and State (VA-4) Form
• Direct Deposit Form [PDF] - Direct deposit is mandatory. No hand-written documents will be accepted. Please submit online in Oracle on the UVA Employee Self-Service Online System.

Failure to complete this procedure will preclude the person being employed without exception. If the required documents are not available, the student must not work.

Pay Rate

Pay rates are based on the job.

• Normal range -- $7.25 - $13.76
• Technical range -- $12.27 - $21.96

Work Week Restrictions

Work weeks are normally restricted to ten (10) hours per week for the academic year and 40 hours per week during the summer. Hours over 40 per week during the summer are permitted; however, they will be paid as overtime (charged time and a half).

Social Security Exemption: During the academic year undergraduates must be registered for at least 6 credit hours and work less than 20 hours per week to be exempt from social security (FICA) taxes. However, the Engineering School does not permit students to work more than 10 hours per week during the academic year unless otherwise approved by the Undergraduate Programs Dean.

During the Summer session undergraduates must be registered for at least 5 credit hours and work less than 20 hours per week to be exempt from social security (FICA) taxes.

Undergraduates must have a cumulative grade point average of at least 2.5 to be considered for academic year employment and at least 2.0 for the summer.