Hiring Process

On this page:

• Student Access to Job Postings
• State of Ohio Minimum Wage Update
• Supervisors Post Jobs in Handshake
• Determine Student Eligibility
• Follow Step-by-Step for Hiring Returning and New Student Employees
  • Federal Mandate: I-9 Verification Documents Required for First-Time-Ever Employees
• Find Time Card Approver Code
• Ohio Public Employees Retirement System (OPERS)
• Assignment of Student Employment to Budgetary Accounts
• Student Employee Begin Date (First Allowed Work Day)
• How many hours each week a student employee may work
• Calculating Work-Study Student Work Hours, Other Wage Topics 
• Student Web Time Entry of Hours, Payroll Schedule, Direct Deposit, Pay Stubs
• Rehire Process and Student Eligibility

Student Access to Job Postings

On-campus student employment job postings are listed in Handshake.

Students: do not take action to create a Wright State Handshake account. Your account is created automatically when you register for credit hours. 

• Submitting a request directly to Handshake will delay your access.
• How students log in to Handshake
• Questions about your access? Email studentemployment@wright.edu

State of Ohio Minimum Wage Update

Supervisors Post Jobs in Handshake

Submit your job postings before you interview or make offers.

Review the Student Employment job posting process

• Jobs must be posted in Handshake for a minimum of five business days before offering the position to an applicant.
• Although an offer has been made, the student is not yet an employee and is not yet permitted to begin work.
  • Follow Step-by-Step for Hiring Returning and New Student Employees.
• Confirmation of employment and the student employee's approved start date will be emailed to the time card approver and the student, from Student Employment.
  • Student employee access to electronic time card will be available beginning on confirmed start date.

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Determine Student Eligibility

To determine student eligibility for student employment, verify student answers to the following questions:

How to terminate a student employee

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Follow Step-by-Step for Hiring Returning and New Student Employees

The following steps, in the following order, apply for every student employee at Wright State, their supervisors and their time card approvers. 

• Per U.S. Citizenship and Immigration Services: “Federal law requires that every employer who recruits, refers for a fee, or hires an individual for employment in the U.S. must complete Form I-9, Employment Eligibility Verification.”
• The federally-mandated I-9 verification process for first-time-ever student employees must be completed (by appointment) prior to being assigned or accruing any work hours - Student Employment will send instructions for the appointment via email to the wright.edu email address.
• A “new student employee” is a student offered a student employment position who has never before been paid on Wright State student employment payroll.  

Follow the Step-by-Step

1. The hiring department submits job posting in Handshake.
   • Job posting must be in Approved status and then be active for 5 business days before a hiring decision is made.
2. The department interviews, checks student eligibility, makes offer as desired.
3. If student accepts offer for on-campus student employment position.
   • The student is not yet an employee and is not yet confirmed to begin working for the university.
   • Supervisor may not yet schedule the student to work. 
   • Federal law mandates all new student employees must complete the federal I-9 verification process. 
     • A “new student employee” is a student offered a student employment position who has never before been paid on Wright State student employment payroll.  
4. After the student accepts the offer, the hiring supervisor alerts the time card approver to submit the appropriate Personnel Action Grid to studentemployment@wright.edu
   • For individuals previously employed as student employee anywhere on either campus and compensated on student employment biweekly payroll: submit Rehire Personnel Action Grid (PDF)
   • For individuals never previously employed as student employee anywhere on either campus, never compensated on student employment biweekly payroll: submit New Hire Personnel Action Grid (PDF)
5. Any student offered a student employment position who has never before been paid on Wright State student employment payroll must, as their first step toward employment, complete a by-appointment-only meeting for the federally-mandated I-9 verification process.
   Via wright.edu email address, the Student Employment team will send instructions to each student who must make an appointment.
   • To the appointment, the student must bring documents:
     Form I-9 Acceptable Documents 
     Bring the numbers and kinds of original documents (not copies) that the U.S. government specifies as acceptable for the required I-9 verification process.
     TIP FOR EVERYONE: 
     Bring one document from List A
     OR 
     Bring one document from List B + one document from List C. 
     and
     All students, bring documents essential for the Student Employment appointment processes: 
     Original Social Security Card 
     International students, in addition to original Social Security Card, bring the following documents: Passport, Visa, I-20, I-94. 
     
     The student cannot successfully complete the appointments without the required documents. Without the required documents, appointments will be rescheduled.
     
     The student is not yet an employee and is not yet allowed to begin working for the university.  
      
6. The student does not take action to initiate this process!
   Student employment will send to the student's wright.edu email address instructions for scheduling the required appointments.
   The student follows the emailed instructions to schedule in-person appointments, one for the I-9 verification process and Student Employment Program processes:
7. For new hires and for rehires, Student Employment will send an electronic Docusign hiring packet for completion by the a) time card approver; b) the student. 
   The Docusign will be sent for prospective new student employees only after successful completion of their I-9 verification process.
8. After completion by the time card approver and the student, the Docusign hiring packet returns to Student Employment. 
   • The student is not yet an employee and is not yet allowed to begin working for the university. 
9. After the Docusign hiring packet has been successfully processed by Student Employment, then a Student Services Coordinator will send a confirmation email to the time card approver and the student a) confirming the student’s employee status and b) specifying the student employee’s start date. 
   • The 30-day window to apply for exemption from Ohio Public Employment Retirement System (OPERS) begins on the student employee’s start date as indicated in the confirmation email. 
   • Recommended: the time card approver and the student complete the Docusign hiring packet within 48 hours of receipt, to optimize the window for the student’s OPERS enrollment/exemption choice. 
10. The student employee may begin working as a university employee on or after the start date specified in the confirmation email. 

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Find Time Card Approver Code

The time card approver code is required for the student employment personnel action forms and when approving biweekly submitted time cards.

If you are newly-assigned to be a time card approver, contact Tony Whack, tony.whack@wright.edu in Human Resources to set up your code.

Find an existing approver code:

1. Open your WINGS Express account and proceed as you would when approving time cards.
2. Advance to the screen where you select the pay period.
3. Below the header Department and Description, are items including a capital letter, a number, and your department name.
4. The number is your approve code. For some, this number will match your organization number. For others it will be a different and unique number. Some approver codes may be a combination of letters and numbers.

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Ohio Public Employees Retirement System (OPERS)

As part of the hiring process, student employees must choose a membership status option (exemption or enrollment) for Ohio Public Employees Retirement System (OPERS). The option to choose expires thirty days from the Payroll Begin Date specified on the student employment personnel action forms. If the student does not make a choice before the expiration date, the student will be automatically enrolled in OPERS.

• In any semester, a student employee may voluntarily select enrollment in OPERS membership.
• In all cases where the student employee is enrolled in OPERS—either by mandate or choice—the student contributes to OPERS through payroll deduction and the hiring department will be charged the employer portion of the OPERS contribution.
• In any semester, if a student employee meets exemption eligibility requirements, completes the OPERS required request for exemption, and receives exemption approval from OPERS, then no student contributions or departmental charges apply.
• During Summer semester, to qualify for exemption for OPERS, the student must be registered for the student employment required minimum of six undergraduate credit hours or three graduate credit hours for Summer semester A-C. If the student’s registered hours fall below the required minimum, then the student will be enrolled in OPERS; membership contributions will be deducted from the student paychecks; contributions to Medicare will be deducted from the student paychecks; and the employer contributions will be charged to the employing department. Once enrolled, OPERS enrollment is perpetual.

An OPERS enrollment or exemption remains valid as long as the student continues to be employed by the institution; changing positions or departments within the institution does not affect the enrollment or exemption status. If a student employee separates from all student employment positions for a period exceeding three months, then the student employee may revise their OPERS selection.

Processing Student Employee OPERS Options

Beginning May 1, 2021, OPERS exemption requests for students that meet exemption eligibility requirements will be processed as follows:

1. As part of the hiring process, Student Employment notifies OPERS of a new Wright State student employee.
2. The student employee may request enrollment in OPERS or exemption from OPERS.
3. If the student employee is eligible for exemption, Student Employment forwards the request to OPERS.
4. OPERS sends the student employee an email to student employee’s wright.edu email address.
   • The message contains a time-limited, personally-customized link directing the student employee to a web page, where the student employee may request exemption from OPERS membership by selecting the link and completing the form.
   • The exemption request option expires 30 days from the first day (inclusive) of the OPERS exemption request period.
     • For first-time employees who have never before worked at Wright State, the first day of the OPERS exemption request period matches their I-9 completion date.
     • For rehired employees who are eligible to request OPERS exemption, the first day of the OPERS exemption request period matches the student employee begin date as identified in the Student Employment confirmation email 
       • Not all rehired student employees will be eligible for exemption. If relevant, details will be included in the confirmation email.
   • Student employees who do not complete an OPERS exemption request form before the 30-day deadline date must be enrolled in OPERS.
     • A student employee’s selected or default OPERS status applies for the duration of their employment, with the exception of mandatory OPERS enrollment during summer semester as a result of minimum registration requirement not being met.
   • The Basics: Membership in OPERS for College Students
5. Student Employment takes action related to student employee enrollment in OPERS.
   • If the student employee chooses voluntary enrollment, Student Employment submits the student employee's enrollment Form A, Personal History Record, to OPERS.
   • If the student employee failed to complete the exemption request before the 30-day deadline date, then the student employee must be enrolled in OPERS; Student Employment submits the student employee's enrollment Form A, Personal History Record, to OPERS.
6. Outcomes of enrollment or exemption.
   • When a student employee is enrolled in OPERS, then membership contributions will be deducted from the student employee’s paycheck and employer contributions will be deducted from the departmental budget.
   • When a student employee requests exemption from OPERS within the 30-day request period and exemption is approved, no deductions are applied to the student paycheck or department budget.
   • Changes in employment circumstances or in enrollment status may affect OPERS status.

If the student requested exemption from OPERS membership, Wright State will receive a copy of the exemption form. No membership contributions will be deducted from the student employee’s paycheck and no employer contributions will be deducted from the departmental budget.

To request OPERS enrollment, students contact studentemployment@wright.edu

Student employees (regardless of exemption eligibility) may voluntarily request to enroll in OPERS at any time. If the student selected enrollment in OPERS membership, Student Employment will submit to OPERS a Personal History Record, Form A, for the student employee. OPERS membership contributions will be deducted from the student employee’s paycheck and employer contributions will be deducted from the departmental budget.

Requesting a Refund of Student Employee OPERS contributions

A student may receive a refund from OPERS if:

• Three months have passed from the end of contributing service;
• The student has not returned to contributing service; and
• The student is not a member of the State Teachers Retirement System or School Employees Retirement System.

Refunding your OPERS account

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Assignment of Student Employment to Budgetary Accounts

Organization and fund codes to which student employee wages are to be allocated must be documented on each student employment authorization form. Student employment authorization forms submitted without the organization and fund codes cannot be accepted or processed by Student Employment staff.

A request to transfer a student employee from one organization and fund code to another must be submitted in writing, by a departmental authority, to Student Employment.

It is the responsibility of the department representative to notify Student Employment staff of an organization and fund code termination at least one month prior to the account's termination. Lack of notification may result in incorrect allocation of student wages.

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Student Employee Begin Date (First Allowed Work Day)

Before working any hours, the student employee must first be confirmed by Student Employment as an employee.

Employment confirmation arrives via email from Student Employment, to the student and the timecard approver.

• Student Employment sends a student employment confirmation email to the student's wright.edu email address and to the time card approver.
• The email confirms that the student may be scheduled for work hours and includes the date on which work hours may start.
• The email includes the timesheet number for the student’s web time entry, which the student must use to record hours worked on the job.
  • A timesheet will not be available for the student until the student has been confirmed as a Wright State University employee.
  • The timesheet for each position should be opened during the student employee's first work shift, to ensure it is available and working correctly.
    • Work hours should be entered on the timesheet at the end of each work shift to accurately maintain the running total of work hours.
    • Review how many hours each week student employees may work.

 

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How many hours each week may a student employee work, in all jobs combined?

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Calculating Work-Study Student Work Hours, Other Wage Topics

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Student Web Time Entry of Work Hours, Payroll Schedule, Direct Deposit, Pay Stubs

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Rehire Process and Student Eligibility

Summer semester and Fall semester rehire information for time card approvers

At the end of the Spring semester, all student employment is automatically terminated.

• Student employees previously employed during spring semester may be rehired for summer semester if student eligibility requirements are met.
• Student employees who were employed in either of the most recent Spring or Summer semesters may be rehired for Fall semester if student eligibility requirements are met.
• If offered a work-study award in their financial aid package, the student must have accepted or declined their award prior to time card approver’s initiation of student employment personnel action.

Once a supervisor has identified the student(s) they want to rehire, the time card approver for the student employment position emails studentemployment@wright.edu to initiate student employment personnel action.

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Information related to On-Campus Student Employment includes Job Postings & Student Eligibility, Hiring Process, While on the Job, and Separate, Terminate, Verify Student Employment.

Next: While on the Job