Health Science Campus Hiring checklist for a Student Employment Position

STEP 1: JOB POSTING

Will you be hiring students who will be in this position for the 1^st time or rehiring a student who was not employed in this role during the previous semester?

*A student must have also applied to the position to be eligible to be hired.

Yes: The position must be posted using the job template on Handshake for a minimum of 7 days.

Handshake: Job Posting Number

No: You will not need to post the position.

STEP 2: BACKGROUND CHECKS

Students working on the Health Science Campus are required to have background checks completed prior to beginning work.

STEP 3: HEALTH SCREENINGS

Students working on the HSC are required to complete a health screening.

Schedule an appointment by calling centralized scheduling at 419-383-5000
Enter the student's information in the Medical Screening App https://medicalscreening.utoledo.edu/
- The appointment will not be completed if the department does not enter the student's information.

STEP 4: NEW HIRE PAPERWORK

In an effort to increase efficiency and reduce our paper consumption, we are excited to announce we have made several of our new hire documents digital.

Forms for Student Employment are required before the student may be approved to begin working.

DIGITAL FORMS

These hyperlinked forms above are also available for the students to access directly from the Your Hired section of the On-Campus Student Employment Website.

I9 Employment Verification Form

Please contact your department/business areas student I9 representative to initiate the digital I9 through Intellicorp. They will email the link to the student to complete Section 1 of the I-9 form. Once the student has completed Section 1, the student I9 representative will set up an appointment with to verify the student’s forms of identification and complete Section 2 of the I-9 form. Please remember to advise your students they must bring original and appropriate forms of identification to this meeting. If you have questions about what forms of identification to bring, please contact On-Campus Student Employment.

PAYROLL FORMS

Please contact Payroll for specific questions regarding these forms.

Direct Deposit & Federal Tax Withholdings These documents are digital and available through the student's employee tab.

W4 (State Tax)

A link is available through the employee tab or on the Human Resources hiring page.

OPERS Exemption/Enrollment

Once the student's ePAF is uploaded into the system; they will receive a text message from OPERS within a couple of days. If they do not exempt out within 30 days of starting their position, they will be automatically enrolled in OPERS.

STEP 5: CREATING THE ePAF

Once you have completed all of the necessary steps for hiring your on-campus student worker, the final step is to create your ePAF and submit it for approval. Once the ePAF is completely wholly approved and uploaded in to the system you will receive a system generated message informing you your student has been cleared to begin working. As the ePAF creator you are also able to look in your ePAF Originator Summary and see where the student is at in the process.

To ensure that we can continue to process students as quickly as possible the following information will be required in the comments section of your ePAF.

Failure to provide the following information will result in your ePAF being returned for correction.

Handshake Posting Number
Background Check Submitted on (list N/A if not required)

QUESTIONS!

If you have questions regarding Student Employment, please contact:

Joshua Vail
Student Employment Specialist
416-530-8553
Joshua.Vail@utoledo.edu

If you have questions regarding Payroll, please contact:

Payroll
Mail Stop 975
419.530.8780
payroll@utnet.utoledo.edu

If you have questions regarding Federal Work-Study, please contact:

Financial Aid
Mail Stop 314
419.530.8700
utfinaid@utoledo.edu

Career Services