Student Employment

While student positions do not require recruitments, departments are welcomed and encouraged to post student positions on the official university careers page using the PageUp app located in MyUWF. Instructions for posting a student position are located on your PageUp dashboard.

 

Before hiring a student employee, we request that you ask the following questions:

• Are you currently enrolled for credit at UWF or another educational institution? At what level?
  • In order to be a student employee, the individual must be enrolled in the semester in which they are hired. Proof of enrollment at UWF will be verified by Human Resources.
  • If an individual is enrolled at another institution, proof of enrollment should be printed via their school's website showing their name, school's name, semester dates and enrollment details. For questions or assistance with non-UWF proof of enrollment, contact Human Resources at 850.474.2694.
  • Note: Departments may hire one pay period prior to the semester start if required for training purposes. In addition, students may continue to work in a student position during the summer if they were enrolled in the spring and are expected to enroll in the fall.
• Do you currently have a student position on campus?
  • Students currently working on campus and paid by UWF may only need a Personnel Action Form for additional appointments. Contact Human Resources to verify if you are unsure.
  • Students may not work 1.0 FTE and still hold a student position. Hiring departments can utilize Information Navigator Report OHR000099 (List all Positions for an Employee) to verify the student's current positions. 
• Have you worked on campus previously? Within the last 6 months?
  • If a student recently worked for UWF, they may only need a Personnel Action Form. However, other documentation may be required (including a new Form I-9) depending on the individual circumstances including how long the person has been terminated. Contact Human Resources to verify if additional documents are required. 

Graduate students have additional requirements as defined by the Graduate Assistant Handbook. Supervisors and Office Administrators should familiarize themselves with the Office Manager Handbook for Graduate Assistantship Appointments, created and maintained by the Graduate School. Note: All graduate assistant Personnel Action Forms must be sent to the Graduate School for approval before they can be processed by Human Resources.‌

Submit the New Hires Needing Essential Documents Form to Human Resources for all new hires needing to complete paperwork. The new hire essential documents will be collected by Human Resources and are required before they can be placed on the payroll system.

The department will prepare and submit the Personnel Action Form to Human Resources.

All Personnel Action Forms are now routed for signature via DocuSign. Please consult with your Business Manager for specific instructions on how your Division is handling this process.

• Completing the  Student Personnel Action Form via DocuSign

Please refer to the‌ 2024 HR Payroll Calendar for Personnel Action Form biweekly deadlines. The sooner, the better.

Personnel Action Forms must be approved by the pay index source. On the Student Personnel Action Form, boxes 24 and 25 (PI and RAE) are required if the pay index begins with 16, 18, 21, 22, R, or CR. Box 23 (Foundation) is required when the pay index is a Foundation account, which includes pay indexes 230201 through 230213 (with the exception of 230208). Box 26 is designated as the Graduate School and is required for all Graduate Assistant positions.

Research Administration and Engagement, the Foundation, and the Graduate School must sign the Personnel Action Form prior to Human Resources.

• Treat your student as you would any other new hire.
• Review provisions of the Employee New Hire Form with the student:
  • They are not eligible for unemployment compensation.
  • Prior approval is required before working overtime (>40 hours per work week).
  • They must notify the department immediately upon withdrawal from classes.
  • All Non-UWF students must provide proof of enrollment and fee payment receipt each semester.
• Train new students in accessing and entering their time daily in MyUWF via the web time entry system.  It is the student’s responsibility to assure their time is submitted online in time to meet the biweekly deadline.

In the event a UWF new hire will be working at a remote location and will not be able to present original documents to an on-campus UWF representative, the Form I-9 can be done via a live video interaction. Prior to setting an appointment for the live video interaction, we will need to have you provide us with your completed new hire paperwork and unexpired work authorization documents. These should be completed and mailed to UWF, via the address provided by the UWF HR Processing/Records Team. Once the documents have been received, an appointment will be set up for the live video interaction.

Additional details can be obtained via Human Resources.

Contact Human Resources to verify the necessary documents required for reemployment prior to the employee's start date. Based on the last day worked, new work authorization documents may be required, as well as additional paperwork.

Hiring Department:

• Review the hiring process by visiting the J-1 and F-1 Student Employment Confluence business process page.
• Departments should complete and submit the F-1 and J-1 Student Employment Form each time they process a New Hire, New Appointment, or Reappointment on an F-1 or J-1 student. This alerts International Programs and HR so they can review the student’s current employment eligibility status and notify departments and students of actions required.
• Print the F-1 and J-1 Employment Checklist. Give it to the student and instruct them to visit the International Center.
• Submit the New Hires Needing Essential Documents Form to Human Resources for all new hires needing to complete paperwork. The new hire essential documents will be collected by Human Resources and are required before they can be placed on the payroll system.

Students:

• Visit the International Center in Building 71 to have your documents verified and to receive additional documents (if necessary) to apply for a Social Security card.
• Students without a Social Security Card: Visit the Social Security Administration at 411 W. Garden Street, Pensacola, FL 32502, to make application for a new or updated card. Once the Social Security card is received, proceed to the next step.
• Students with a Social Security Card:  Call Human Resources at 850-474-2694 to set up an appointment time to complete the Form I-9, Employment Eligibility Verification. Bring all of your original, unexpired documents (passport, visa, Social Security card, I-94, Employment Authorization Card, DS-2019, etc.) and your completed Foreign National Information Form to the meeting.

Human Resources:

• Verify the student’s documents and complete the Form I-9.
• Email the hiring department to confirm that the student is clear to begin employment.
• Process the new hire in our payroll system, once everything has been received (Personnel Action Form, new hire essential documents, Form I-9).

Important Information: 

• Hiring Departments should never allow F-1 or J-1 students to work until this confirmation of work authorization is received from Human Resources.
• International students may not customarily work more than 20 hours per week (all jobs combined) during the Spring and Fall semesters. However, they may be eligible to work additional hours per week during the Summer and semester breaks. (Note: UWF does not allow students to work 1.0 FTE and remain in a student position.)
• International students are responsible for maintaining their own legal status and for complying with employment guidelines.
• F-1 and J-1 students who are graduating in a given semester cannot work past the last day of the semester listed on the University's Academic Calendar even though their work authorization date/program end date may be a few days later.

It is the student's responsibility to enter their time daily onto their electronic timesheet. Supervisors should encourage their employees to be timely and accurate in entry of their hours. By encouraging students to record time daily, there is less of a chance they will forget and miss the electronic cutoff. Time must be submitted and approved no later than 10:00 a.m. on Monday of the pay week. Time that was not submitted and approved on-line or received via an Effort Recap Form prior to the deadline will not be paid until the next bi-weekly payroll.

Employees now have the ability to pull back their timesheet to make a correction as long as it has not been approved yet (still in Pending status). We strongly encourage employees to make use of this feature to reduce the number of effort recaps the departments, Human Resources, and Payroll must process.

Approvers of web time should designate, at a minimum, two proxies to assist with approving time in case of leave, illness, or unforeseen circumstances.

Common Errors – “submit not allowed”, “ approval not allowed”, “time transaction already exists”, “restart of time transaction not allowed”. These can occur when a user or approver double-clicks on the Submit or Approve buttons, or attempts to use the Web Browser back button. These do not inhibit the submission or approval of time.

Current Pay Period or Timesheet not visible by Approvers - Approvers will not see the current pay period until at least one employee opens their timesheet. Likewise, approvers will not see a particular timesheet until opened by the employee.