Employment Process (HR)
Information for Managers
As a manager of student employees, you play a pivotal role in ensuring that a student’s introduction into the workforce is a positive experience. Please utilize the information in the following toolkit and the below job aids to assist you. If you have any questions, please reach out to Human Resources at askHR@wfu.edu.
Manager’s Guide to Student Employment
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 within three business days of starting employment.
WFU processes Form I-9 through Workday tasks.
| Task | Responsible Party | Due Date |
|---|---|---|
| Section I | Student Employee | First day of work |
| Documentation Verification and Section II for Student Employees who are U.S. Citizens | Manager | No later than the 3rd business day after hire date |
| Documentation Verification and Section II for Student Employees who are non-U.S. Citizens | Human Resources | No later than the 3rd business day after hire date |
| e-Verify | Human Resources | No later than the 3rd business day after hire date; exceptions allowed in cases of non U.S. citizen hires awaiting SSN |
| Supplement B (formerly Section III); only in cases of rehires and legal name changes | Human Resources | No later than the 3rd business day after rehire; or, upon confirmation of a legal name change |
Wake Forest encourages student employees to utilize direct deposit. This provides you with a convenient and secure way to access your funds. You can learn more about Timekeeping, Payment Elections and Payroll Options in this Workday Learning video.
All hourly/non-exempt student employees should use the Check-in /Check-out method of time entry in Workday. Hourly/non-exempt employees are paid bi-weekly at the University. Please see the Payroll Calendar for additional information, including pay dates.
Prior to starting work, international students should meet with Human Resources either virtually or in-person to present documentation that establishes identity and employment authorization. During your meeting, you will also complete additional onboarding documents, such as Form I-9 and Foreign National Information Form.
- The I-9 office is located in Reynolda Hall Room 311 and is open Monday through Friday from 8:30 am-5:00 pm. Appointments are strongly encouraged. Please use this link to book your in-person or virtual appointment. This step is time-sensitive, so please meet with Human Resources as soon as possible.
- The HR representative will also ask you for information such as your manager’s name and the day you plan to start working so take your signed offer letter with you to the I-9 office.
- Once you meet with an HR representative and your supervisor notifies you that your position is fully set up in Workday, you can start working.
All student employees are required to have a valid Social Security number (SSN) in Workday for the University to verify employment authorization and file wage reports. You may begin working before receiving your SSN, however, you will need to present a receipt from the Social Security Administration to HR that shows you submitted your application for your Social Security card within 30 days of your hire date or first day of work.
- If you have your SSN, please take your social security card when you go to the Human Resources I-9 office.
- If you need to apply for a social security number, please follow these instructions on the Center for Immigration Services & Support website. Make sure you take a copy of your signed offer letter to the Social Security Administration office.
The Center for Immigration Services & Support (ISS) serves all international students participating in programs with Wake Forest University. International students and scholars with questions concerning their visa status or other issues pertinent to their stay at Wake Forest University can email iss@wfu.edu, call 336.758.3739, visit us in Reynolda Hall 017, or request an appointment.