Human resources
Work Study

Procedure for Hiring (human resources-registrar-financial aid regulated)

Work study requests may be made at any time during the academic year for a/y employment. Any employments continued into the summer will be considered non-Provost student office workers.

You will be reminded in July to make work study requests. Within the request form, you may ask for former students to return to prior work study jobs. The jobs will be posted on CAVLink by Phyllis M. Bibb. In the later part of August, the potential work study student will call for an interview to take place in the beginning of the fall semester. If agreed to hire, the supervisor must present the student with a FWS Award Authorization Voucher [PDF]. The student must sign the voucher. Please forward the signed voucher to Ms. Bibb in the Budget Office in order to place the individual on the payroll system. It is recommended to have the work study student bring the voucher in person. He/She may complete any needed payroll forms at that time.

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.

Request Form

Each section needs to be completed legibly by the department administration. No omissions. The form downloaded needs to be printed and 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.

• 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.