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Career and Academic Advising

Hiring Process

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State of Ohio Minimum Wage Update

The Constitutional Amendment passed by Ohio voters in November 2006 states that Ohio's minimum wage rate shall be increased on the first day of the following January, by the rate of inflation, according to the Consumer Price Index.

As a result, the minimum wage for Wright State student workers will increase to $9.30 per hour effective with the payroll period beginning December 25, 2021.

Any student employee currently earning less than new minimum wage will automatically receive an increase to $9.30 per hour beginning December 25, 2021.

Questions? Email career_services@wright.edu

First: Post Jobs in Handshake

Submit Your Job Postings Before Your 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 an offer is made to a potential student employee.
  • Although an offer has been made, the potential student employee is not yet permitted to begin work.
  • Confirmation of employment and the student employee's approved start date will be emailed to the time card approver and the student, from Career Services / Student Employment.
    • Student employee access to electronic time card will be available beginning on approved start date.

Determine Student Eligibility

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

Are you registered for the minimum credit hours?

  • Fall and Spring Semesters: you must be registered for at least the student employment required minimum of six undergraduate credit hours or three graduate credit hours.
  • Summer Semester: to be eligible for student employment, you must—at minimum—be pre-registered for the Fall Semester for the student employment required minimum of six undergraduate credit hours or three graduate credit hours.
    • To qualify for exemption from Ohio Public Employment Retirement System (OPERS), you must be registered for Summer Semester credit hours at the minimum of six undergraduate credit hours or three graduate credit hours. Beyond credit hours requirement, additional action may be required to apply for exemption from OPERS.
    • If your Summer Semester registered hours fall below the required minimum for exemption from OPERS, then you will be enrolled in OPERS; membership contributions will be deducted from your paychecks; the employer contributions will be charged to the employing department. Medicare deductions will also be applied.
  • During Winter Break: you must be pre-registered for Spring Semester for the student employment required minimum of six undergraduate credit hours or three graduate credit hours.

If you drop below the minimum credit hours required: 

  • In Fall and Spring semesters, you will be terminated from your student employment position. 
  • In Summer Semester:
    • If you drop below the required minimum number of Summer Semester credit hours to be exempt from OPERS and you are registered for Fall Semester required minimum credit hours, then you will be enrolled in OPERS and the OPERS membership contribution will be deducted from each of your paychecks.
    • If you are not registered for Fall Semester required minimum credit hours, you will be terminated from your student employment position. 

Is it your final semester?

  • If your final semester registration will be below the student employment required minimum credit hours, you may apply for a one-time, one-semester exception. Contact career_services@wright.edu to apply for the exception.

Have you completed federal Form I-9 verification process? 

Per federal law, for each individual an employer hires for employment in the U.S., the U.S. employer and the employee must properly complete a Form I-9. This rule applies to citizens and noncitizens.

Therefore, any student who has accepted a student employment job but who has never before been paid on the student employment payroll at Wright State must FIRST comply with the federal I-9 verification process AND then wait for confirmation of employment and a start date, emailed from Career Services / Student Employment. You are not eligible to work until confirmed to do so.  

  • Your Form I-9 completion happens in two, in-person appointments: in the Human Resources office and in the Career Services office. Instructions for the appointments will be emailed to your wright.edu email address.
  • You will need to bring acceptable I-9 verification documents to the meetings.
    For international students:
    • You must also bring I-94, passport, and original Social Security card. 
    • The I-20 and visa may be helpful in completing additional hiring documentation.

Were you offered a work-study award in your financial aid package?

  • Students who have received a work-study award in their financial aid package must accept their work-study award prior to the hiring process to enable application of the award to their student employment.

Conflict with Graduate Assistant Contract

Students who have an active graduate assistantship contract through the Graduate School are not eligible to be hired for a student employment position.

Students who have an active student employment position may not enter into a graduate assistantship contract.

Whether or not a graduate assistantship contract or student employment position is active is determined by the begin and end dates on either the contract or the student employment record.

To avoid a conflict, all student employment positions must be terminated with an effective date prior to the begin date on the graduate assistantship contract.

Are you active in another employee role at Wright State University?

Individuals who are active on payroll as staff, faculty or administrator role are not permitted to hold a student employee role.

Individuals who are active on student employment payroll are not permitted to hold a staff, faculty or administrator role.

"Active" is determined by active and terminated dates inside your Wright State employee record, not by whether or not you are still reporting on the job for work hours.

    Have you received confirmation of your student employment and your start date?

    You must wait to begin work until you receive confirmation email via wright.edu email address, from Career Services / Student Employment. The confirmation email will include your student employment start date, which is the first day you may begin working in the position.  

    Maximum Working Hours Per Week (in All Jobs Combined)

    Violations of Maximum Working Hours Per Week policy results in termination of student employment. 

    Other violations and lack of qualifications may result in termination. Review all pages of student employment policies, procedures, and guidelines in the On-Campus Student Employment section of this website.

    Additional Information for International Students

    How to terminate a student employee


    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 new student employees must be completed (by appointment) prior to being assigned or accruing any work hours.
    • 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. Submit job posting in Handshake - must be in Approved status and then be active for 5 business days before offers are made.
    2. Interview, check student eligibility, make offer.
    3. 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 request a hiring packet for the student. 
    5. Time card approver for the position sends hiring packet request to career_services@wright.edu 
    6. Career Services / Student Employment determines the student’s history of employment, to verify if they are a new student employee or a returning student employee. 
    7. Career Services / Student Employment sends the appropriate hiring packet and instructions via email to the time card approver. 
      • Instructions differ depending on the student’s history of employment. 
    8. 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 the federally-mandated I-9 verification process.
      • Following instructions in an email sent by Career Services / Student Employment to the student's wright.edu email address, the student schedules two, in-person appointments to complete the employee section of the I-9 form:
        • To the appointments, the student must bring Form I-9 Acceptable Documents 
          • In addition, international student must also bring I-94, passport, and original Social Security card.
          • For international students, the I-20 and visa may be helpful in completing additional hiring documentation.
      • In the first appointment, with Human Resources, the student presents their Form I-9 Acceptable Documents and completes the employee section of the I-9 form.
        • Human Resources completes the employer section of the I-9 form either on the same day of the appointment or no later than the third business day after the appointment.
      • In a second appointment on the same day, with Career Services / Student Employment, the student receives additional onboarding instructions.
      • The student is not yet an employee and is not yet allowed to begin working for the university.  
    9. For all students, Career Services / Student Employment will send an electronic Docusign hiring packet for completion by the a) time card approver; b) the student. 
      • The hiring packet will be sent for prospective new student employees only after successful completion of their I-9 verification process.
    10. After completion by the time card approver and the student, the Docusign hiring packet returns to Career Services / Student Employment. 
      • The student is not yet an employee and is not yet allowed to begin working for the university. 
    11. After the Docusign hiring packet has been successfully processed by Career Services / 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. 
      • 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. 
    12. The student employee may begin working as a university employee on or after the start date specified in the confirmation email. 

    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.

    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, Career Services notifies OPERS of a new Wright State student employee.
    2. OPERS sends the student employee a text message to student employee’s mobile phone and 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 option expires thirty days from the student employee’s Payroll Begin Date as specified in the Student Employment DocuSign packet.
      • Student employees who do not complete an exemption request form before the thirty-day deadline date will be automatically enrolled as OPERS members.
      • The Basics: Membership in OPERS for College Students
      • 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 if the minimum registration requirement is not met.
    3. OPERS notifies Wright State of student status:
      • If the student employee did not complete the exemption request before the thirty-day deadline date, then the student will be automatically enrolled in OPERS membership. Career Services submits 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.

    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 career_services@wright.eduStudent employees (regardless of exemption eligibility) may voluntarily request to enroll in OPERS at any time. If the student selected enrollment in OPERS membership, Career Services 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


    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 Career Services 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 Career Services.

    It is the responsibility of the department representative to notify Career Services 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.


    Student Employee Pay Period Begin Date

    Career Services / Student Employment sends a student employment confirmation email to the student's wright.edu email address and to the time card approver, confirming that the student may be scheduled for work hours and including the date on which hours may start. The confirmation email includes the time card number for the student’s web time entry, which the student must use to record hours worked on the job.


    Calculating Work-Study Student Work Hours, Other Wage Topics

    A pay period spans two weeks. There are 18 pay periods in fall and spring semesters combined and 26 pay periods in fall, spring, and summer semesters combined (including all breaks).

    To avoid exceeding a student's available work-study amount, complete the following calculation for the maximum number of hours per pay period that the student can work:

    • Total work-study award/pay rate/pay periods expected to work = hours the student can work in one pay period.
    • Example: $4,000 award / $8.80 per hour /18 pay periods = 25.25 hours each pay period (12.62 hours per week).
    • Example effective 12/25/2021 with Ohio minimum wage increase: $4,000 award / $9.30 per hour /18 pay periods =  23.89 hours each pay period (11.94 hours per week).
    • Hours worked per week are limited to the student employment maximum working hours per week (in all jobs combined)

    Supervisors: How to Calculate Summer Student Wages, including OPERS

    How to calculate, for each student, the number of student wages needed:

    • For students with half-time (part-time) credit hours (a minimum of six undergraduate; three graduate): rate of pay X number of hours X number of summer weeks
    • For students with less than half-time (part-time) credit hours (fewer than six undergraduate; three graduate): rate of pay X number of hours X number of summer weeks X 14.67 percent OPERS benefit rate

    Sick, Vacation, Holiday Pay, and Unemployment Compensation

    Student employees are not entitled to sick, vacation, or holiday pay. If a student works on a holiday, the student will receive the usual hourly rate for all hours worked. According to Ohio Revised Code 4141, student employment is not considered employment for the purposes of unemployment compensation eligibility.

    Assigning Job Class and Pay Rate

    Supervisors assign Job Class and Pay Rate to the position description when it is created, prior to posting the job in Handshake and hiring a student. On Campus Supervisors: refer to How to Post On-Campus Student Employment Jobs (PDF).

    Hourly wage for a student employment position must comply with Student Employment Job Classes and Pay Ranges.


    Limits on Maximum Working Hours per Week (in All Jobs Combined)

    If a student works more than one Student Employment position, then the total number of combined hours for all positions in a single week must not exceed the total allowable maximum working hours.

    Limits on Weekly Student Employment Work Schedule for Domestic Students

    Domestic students may work a maximum of 28 hours per week in all student employment jobs combined.

    Limits on Weekly Student Employment Work Schedule for International Students

    International students may work a maximum of 20 hours a week in all student employment jobs combined, during the weeks of an academic semester, including exam week.

    • International students who are registered as full-time (12 or more undergraduate; 6 or more graduate credit hours) may never exceed 20 hours per week, at any time, per immigration regulations [8 C.F.R. § 214.2(f) (9) (i)].
    • International students who exceed the maximum allowable work hours per week, will be terminated immediately from all student employment positions and will remain terminated during a suspension period or terminated permanently, based on University Center for International Education (UCIE) determination.
    • For international students: Appeal Process for Reinstatement of Student Employment following violation of Maximum Working Hours

    Exception to Limits for International Student Maximum Work Hours

    • International students may work 28 hours a week during their international student Academic semester break (as it occurs in the Summer, Fall or Spring Semester) if they are pre-registered for the required hours for the upcoming semester immediately following their break.
    • International students are allowed to take their official international student academic semester break during any semester (does not have to be summer).
    • This official break must be approved by the University Center of International Education (UCIE).
    • Then, to be eligible for student employment, the student must bring to Career Services the F1 or J1 reduction course load certification given to them by UCIE.
    Student Employment Maximum Working Hours Summation Table

    Student Type

    Fall and Spring Semesters

    Summer Semester

    Exam Week During Fall and Spring Semesters

    University Breaks

    University Center for International Education (UCIE) Official Break

    Domestic Students

    28 hours

    28 hours, if:
    registered at least half-time (a minimum of 6 undergraduate; 3 graduate credit hours) for summer semester
    or
    pre-registered at least half-time (a minimum of 6 undergraduate; 3 graduate credit hours) for fall semester.

    28 hours

    28 hours if pre-registered for the following semester

    Not applicable

    International Students

    20 hours

    20 hours if registered full-time (12 or more undergraduate; 6 or more graduate credit hours) for summer semester;
    28 hours if registered at least half-time (a minimum of 6 undergraduate; 3 graduate credit hours) for summer semester;
    28 hours if registered for 0 credit hours for summer semester but registered for at least half-time (a minimum of 6 undergraduate; 3 graduate credit hours) for fall semester.

    20 hours

    28 hours if pre-registered for the following semester

    28 hours


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

      Student Time Entry for Hours Worked

      Electronic time sheets are completed and submitted online in WINGS Express. The payroll department requires all student employees to use online time entry.

      It is recommended that student employees enter their hours each day, as the hours are worked.

      For each pay period, the Pay Period End Date is the date by which web time entry of hours must be completed.

      Pay periods begin on Saturday and end on Friday, according to the Pay Period Schedule (log in with CAMPUS username and password).

      Self-Service Videos: Time Sheet/Leave Reporting

      Pay Period Start and End, Pay Schedule

      Students are paid bi-weekly.

      The pay period schedule may be altered due to holidays, closures, or other circumstances, as needed.Updates are posted to the online pay period schedule. Check frequently.

      Pay Period Schedule (log in with CAMPUS username and password)

      Direct Deposit and Pay Stubs

      Per University Policy 9180.1.1, students are required to turn in a completed Direct Deposit Form when they are initially hired. The Payroll Department will contact the student employee directly with any issues. Contact the Payroll Department directly by emailing payroll@wright.edu with any questions and / or concerns regarding your pay.

      Pay remittance advice - pay stubs - are available online in WINGS Express > Employee Tab > Pay Information. Students can obtain help accessing this site from the CaTS Help Desk at 937-775-4827 or helpdesk@wright.edu


        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 career_services@wright.edu to initiate student employment personnel action.


        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