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 (XLSX)
   • 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 (XLSX)
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 Sarika Sivagnanam, sarika.sivagnanam@wright.edu, 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 approval code. For some, this number will match your organization number. For other,s 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?

General information affecting all student employees

Additional details for domestic student employees

Additional details for international student employees (F1 / J1)

General information affecting all student employees:

Before working any hours, the student employee must first be confirmed by Student Employment as an employee. Employment confirmation arrives via email to the student and the timecard approver.

There are upper limits on the total number of hours a student employee may work each week.

• Per the Payroll Schedule for Student Employees - the work week begins on Saturday and ends on the following Friday.
  • Students: before submitting timesheet for approval, doublecheck that you have entered the correct timesheet, correct week, correct day, correct hours.
• Hours worked each week are calculated by combining all reported and approved hours for that week, for all student employment positions combined.
• The upper limit applies to hours worked each week, not the total hours worked in the two-week pay period.
• Upper limits on total work hours per week vary by a combination of the student employee’s international or domestic student status, the number of their registered credit hours for the semester, and the work period in which the hours occur. Refer to the detailed information on this page for domestic students and international students.
• If a student is employed in more than one position, then the student employee and all supervisors must continuously work together to create a weekly schedule, for all positions combined, so that the student employee's combined work hours do not result in violations.
• Student employees should start their electronic time sheet(s) at the beginning of each week and update the timesheet(s) at the end of each work shift, to maintain an accurate, ongoing total of hours worked.
• Supervisors may ask to review all of the student employee’s electronic timesheets, to check the accumulating total hours each week, for all positions combined.
  • Electronic timesheet running totals are accurate only if the student updates each timesheet, for each position, at the end of each work shift.
• After each student employment biweekly pay period end date, the payroll system automatically totals all hours reported, from all positions combined, for each week worked.
  • Each week is automatically reviewed for a violation of the limit on work hours per week, as applicable for that student employee.
  • Emails containing a violation notice are automatically sent to the student employee, the designated time card approver and the business manager.
    • Each violation notice is the student’s and supervisor’s opportunity to implement corrective actions to prevent future violations.
    • Each violation is recorded on the student employee record and follows the employee if they move to additional or subsequent positions. 
    • Repeated violations lead to termination from all student employment positions, as indicated in the following tables.

Additional details for domestic student employees

Hour per week limits during different work periods

Also review General Information Affecting All Student Employees

Before working any hours in a student employee position, the student employee must first be confirmed by Student Employment as an employee. Employment confirmation arrives via email to the student and the timecard approver.

Hours per week are calculated from all student employment positions combined.

Per the Payroll Schedule for Student Employees - the work week begins on Saturday and ends on the following Friday.

A violation notice is the student’s and supervisor’s opportunity to implement corrective actions to prevent future violations.

After a third violation of upper limit on work hours per week, domestic students will be terminated from all student employment positions.

During Fall and Spring Semesters, including Exam Week (A; B; C; A+B or other combination):

• No more than 28 hours per week total combined hours for all student employment positions.

During Spring Break Week work period:

• Applicable dates = the payroll-defined work week in which the end date, a Friday, is the last day of Spring Break Week.
• No more than 28 hours per week total combined hours for all student employment positions.

During Summer Semester, including Exam Week (A; B; C; A+B or other combination):

• No more than 28 hours per week total combined hours for all student employment positions.

During University Break work periods, between semesters:

• Applicable dates = only the payroll-defined work weeks in which the pay week end date, a Friday, is not within the defined semester dates.
• No more than 28 hours per week total combined hours for all student employment positions.

Review General Information Affecting All Student Employees

Additional details for international student employees

International Student (F1 / J1)

Also review General Information Affecting All Student Employees

What is full time credit hour registration?
Full time student registration = 12 or more credit hours per semester for undergraduate students; 6 or more credit hours for graduate students.

Before working any hours in a student employee position, the student employee must first be confirmed by Student Employment as an employee. Employment confirmation arrives via email to the student and the timecard approver.

Hours per week are calculated from all student employment positions combined.

Per the Payroll Schedule for Student Employees - the work week begins on Saturday and ends on the following Friday.

After the first violation of upper limit on work hours per week, international students will be terminated from all student employment positions.

• The student will remain terminated during a suspension and review period or will be terminated permanently.
• As part of the review process, international students who violate limits on work hours per week must consult with University Center for International Education (UCIE).
  • UCIE review and follow-up email does not reauthorize the student to work. The student remains terminated.
  • Additional actions may be required - monitor wright.edu email.
  • After additional actions are resolved and if student is determined eligible for reauthorization, then Student Employment will email the student and timecard approver that student employment has been reauthorized.
    • After receipt of Student Employment email, then the student may return to work.

A first violation notice is the student’s and supervisor(s) opportunity to implement corrective actions to prevent future violations.

• After a second violation, international students will be terminated from all student employment positions.

During Fall and Spring Semesters, including Exam Week (A; B; C; A+B or other combination):

• No more than 20 hours per week total combined hours for all student employment positions.

During Spring Break Week work period:

• Applicable dates = the payroll-defined work week in which the end date, a Friday, is the last day of Spring Break Week.
• No more than 28 hours total combined hours for all student employment positions.

During Summer Semester, including Exam Week (A; B; C; A+B or other combination):

• No more than 20 total combined hours for all student employment positions if registered as a full time student for Summer Semester.
• No more than 28 total combined hours for all student employment positions if registered as less than full time student for Summer Semester.

During University Break work periods, between semesters:

• Applicable dates = only the payroll-defined work weeks in which the pay week end date, a Friday, is not within the defined semester dates.
• No more than 28 per week total combined hours for all student employment positions.

During a Non-Traditional (non-Summer) Official Break approved by UCIE:

• International students are allowed to take their Non-Traditional Official Break during any semester (not limited to summer).
  • • The Non-Traditional Official Break Period must be approved by the University Center of International Education (UCIE).
    • Prior to working any hours in a student employment position during Non-Traditional Official Break, the student must bring to Student Employment the F1 or J1 reduction course load certification given to them by UCIE.
  • No more than 28 total combined hours per week for all student employment positions. 

Review General Information Affecting All Student Employees

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Calculating Federal Work-Study Student Employee Maximum Work Hours, Other Wage Topics

To avoid exceeding a student's Federal Work-Study (FWS) award amount, complete the following calculation for the maximum number of hours in each work week that the FWS award will support:

• Student's FWS award amount ÷ Hourly rate of pay = Total number of work hours that will be supported by the FWS award ÷ Number of pay periods student employee will work = total hours each pay period ÷ two work weeks in each pay period = limit on number of work hours each week supported by FWS award.

Each work week begins on Saturday and ends the following Friday.

Is the student employee expected to work Fall and Spring Semesters only, or Fall, Spring and Summer Semesters*?

• *As in other semesters, during Summer Semester the student employee must meet the student employment minimum credit hour registration requirements to use their Federal Work-Study award (6 undergraduate credit hours, 3 graduate credit hours).

NOTE: If the student is employed in more than one student employment position, the number of hours that employee may work in their Federal Work-Study job each week is reduced by the number of hours they will work in their other job(s).  Total number of hours total, each week, student employees may work, in all jobs combined.

• Violations of weekly work hour limits lead to termination, without possibility of reauthorization.
• Total hours worked in a week are calculated on the time sheet entries specific to that week. The system does not calculate based on averaging.
• Each work week begins on Saturday and ends on the following Friday (regardless of which days the student is scheduled to work).
• Student employees are expected to complete their electronic time sheets at the end of each shift worked, entering that shift's start and end time.

Supervisors: How to Calculate Summer Student Wage Budget, including OPERS

How to calculate, for each student, the budget needed for Summer Semester student wages:

• For students who register at least part-time credit hours (at least six undergraduate; at least three graduate) for Summer Semester before student employment hiring process begins for their summer position(s), and then maintain at least that minimum level of credit hours throughout Summer Semester: hourly rate of pay × number of hours working each work week × number of summer weeks they will work.
• For students who register less than part-time credit hours (fewer than six undergraduate; fewer than three graduate) for Summer Semester before student employment hiring process begins for their summer position(s): hourly rate of pay × number of hours working each week × number of summer weeks + (total wages × OPERS benefit rate).
  • To learn OPERS rates charged to the employing department and OPERS rates deducted from member paychecks, visit the OPERS FAQs page.
    • Summer Semester OPERS enrollment will persist during summer, even if the student registers for additional credit later in the semester.
    • If the student's employment continues into Fall Semester, they will have a time-limited option to maintain OPERS enrollment or choose exemption. If a choice is not selected by the OPERS deadline, then the student employee remains mandatorily enrolled in OPERS until a qualifying event presents a new opportunity to choose.
  • For student employees registered for less than the student employment minimum required credit  hours during Summer Semester, their individual OPERS contribution and a Medicare contribution will be deducted from each paycheck.

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.

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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

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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