Hiring Process of Student Employees for On Campus Positions at NYU
Advertising On-Campus Positions
All on-campus positions (including Federal Work Study Program positions) should be posted on NYU CareerNet (an on-line database of part-time, full-time, and internship positions). This service is free of charge. It is also strongly recommended that hiring departments attend the our job fairs to recruit potential employees. These fairs offer employers the convenient opportunity to meet many motivated candidates in-person as well as gain visibility on-campus. Participating in these career fairs is also free of charge for NYU departments. Please visit the Wasserman Center for Career Development’s web site for on-line job posting and career fair registration information.
In order to a student to work on-campus, there are a variety of forms the student must submit. Prior to interviewing for on-campus positions, student employee applicants should complete an On-campus Student Employee Application available via the web site. Students should bring this completed document to the Wasserman Center for Career Development for staff approval and signature. This application verifies the student’s enrollment for the semester and indicates the student’s Federal Work Study award balance. Student applicants will then submit a copy of the On-Campus Student Employee application to the NYU hiring department.
Students may also complete a federal tax Form W-4 (available via web site) and submit it to the Wasserman Center.
Procedure for I-9 Forms and Student Payroll
In order to comply with Federal Employment Eligibility Verification Form I-9 regulations, new student employees must complete an I-9 form after they have been hired by a specific University department. Staff at the Wasserman Center determine which students may need to return to the Wasserman Center toupdate or complete a new I-9 form if they have worked at NYU in the past. For each student it hires, the hiring department should follow the instructions listed on the On-Campus Student Employee Application form that outlines the steps the student needs to take to complete an I-9 form. Federal regulations require that the I-9 form be completed within three business days of the employment date. Students may visit the Wasserman Center's web site for an I-9 form, which also includes the list of acceptable documents.
Hiring departments are responsible for submitting a Personnel Action Submission System (PASS) transaction. Once the hired student employee’s I-9 form is received, the Wasserman Center staff will approve the PASS transaction. It is critical that the student’s completed I-9 form is received in a timely manner to avoid paycheck delays.
Student employees submit time sheets to their supervisors and receive paychecks every two weeks. There is a two-week time period between work performed and work paid. Student employees are encouraged to enroll in the Direct Deposit Program (visit http://www.nyu.edu/cdv for details). If student employees do not select Direct Deposit, paychecks are distributed at the department.
One of the benefits of the Federal Work Study Program at NYU is that departments pay only 25 percent of a student’s salary, the federal government pays the remaining portion. Schools and administrative areas are encouraged to offer competitive wages to prospective student employees. This will greatly help in attracting and retaining student employees. If you need guidance with competitive salary guidelines, the staff at the Wasserman Center for Career Development would be happy to assist.
Mentoring Student Employees
NYU student employees are extremely valuable and talented and are essential to the operation of the University. Frequently, a student forms close relationships with the individuals with whom they work on-campus; this can often shape and influence their view of the NYU. It is important that every effort should be made by the student employee’s supervisor and department’s staff members to facilitate the student employee’s experience by providing early and on-going training and mentoring.
For further information, please contact the Wasserman Center for Career Development.