Human resources
student research assistants
Hiring Criteria (provost regulated)
Undergraduate students working on degree-related projects for payment.
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. The request must be from the employee's Department to insure timely payment. The employee must also have completed their required forms, which allow them to be placed on the payroll and recive their self-service start up package from the central payroll office.
Appointment Form
Each section needs to be completed legibly. No omissions. The form downloaded needs to be printed onto yellow paper and copied to white paper--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 by, but preferably before, that initial hire date.
Required Student Forms
These forms are required for SRAs. All of these forms may be completed at the Human Resources/Payroll Office, Room A205 with Phyllis M. Bibb.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.
- 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 accepted. Please submit online in Oracle on the UVA Employee Self-Service Online System.
Pay Rate Schedule
Current - 2011-2012
Student Research Assistant (undergraduate)The maximum school-approved rate is $13.00 per hour.
- New (1st year) student, no previous experience -- $8.82 - $9.93
- 2nd year student or new student with some lab experience as of the end of the current spring semester -- $8.97 - $10.22
- 3rd year student or equivalent in experience as of the end of the current spring semester -- $9.34 - $10.52
- 4th year student or equivalent in experience as of the end of the currentspring semester -- $10.82 - $13.00
- Example: Ben will finish his second year in May 2011. He will be working over the summer. He may be paid at the third year rate ($9.34 - $10.52).
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.
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.
If your budget has been restricted, please call Phyllis M. Bibb at 434.924.3594 or e-mail at pmb9f@virginia.edu.
Requests for exceptions to these rules must be placed in writing and approved by Dean E. Berger in Thornton A122 and carbon copied to Phyllis M. Bibb, Thornton A205.