The Student Employment Program provides part-time opportunities for UB students to work on or off campus in academic and administrative offices.
The hiring department develops a brief summary of job duties to be performed including required and preferred qualifications and related knowledge, skills and abilities. Include the number of hours per week needed to perform duties (must be less than 20 hours) and the supervisor’s name.
Identify the appropriate wage rate. The Office of Human Resources, in partnership with the Provost’s office, evaluates these rates annually.
Determine funding source - departmental, Federal Work Study, or a combination.
The departmental Contract Coordinators confirm with their Budget Manager that a position number has been created and funded for a student employee.
TIP: The Position Action Form (PAF) is used to create a new position or update an existing position.
Departments are strongly encouraged to hire student employees via open recruitment by posting the position at Post your on-campus job in UBWorks managed by the Career and Professional Development Center.
If hiring a Federal Work Study student, the candidate must bring a copy of their Financial Aid award summary to the interview. Documentation can be found in their MYUB Portal. The supervisor verifies the student received and accepted their Federal Work Study award.
UB Student Employees who have not been employed at UB within the last two (2) years must complete the following Student Employment New Hire Packet:
If the student has been employed at UB within the last two (2) years, only complete the following Student Employment Contract:
Prior to, but no later than three (3) days from the start/hire date, the new hire student must present acceptable identification documentation, as well as proof of citizenship or alien status with authorization to work in the United States to the Office of Human Resources (OHR). Continued employment is contingent upon meeting this requirement. Please see the list of acceptable I-9 documents.
TIP: All contracts must be submitted to OHR no later than two (2) weeks prior to the contract start date to ensure timely processing and payment.
OHR logs all incoming contract packets and reviews for accuracy and completeness. If correct, the contract is routed to UB’s Position Control Manager/Grant Administrator for budget approval.
If corrections are required, the new hire packet is returned to the Contract Coordinator within one (1) business day. This delay impacts the new hire packet’s place in OHR’s contract processing queue, based on “first come, first served”.
UB’s Position Control Manager/Grant Administrator reviews/approves contracts within two (2) business days and returns approved contracts to OHR HRIS Operations. If there are any budgetary issues/concerns, the Business Manager is contacted within one (1) business day.
TIP: To avoid processing delays, a position number must be on all contracts.
HRIS Operations prepares the new hire packet for routing to the State of Maryland’s Central Payroll Bureau (CPB) in Annapolis. The employment record is also created in PeopleSoft.
Timely processing of contracts ensures timely payment. The Employment Processing Schedule informs all those involved on when the employee will receive payment. The Contract Coordinator is responsible for all contract processing and payment timeliness communications with student workers.
TIP: Please allow additional contract processing time during inclement weather and/or high volume periods, such as beginning of a semester.
Required by the U.S. Citizenship and Immigration Services/Department of Homeland Security, all new employees must complete an I-9 Form (Employment Eligibility Verification) verifying the employee's identity and establishing eligibility to work in the U.S, online. The employee MUST complete the I-9 Form online by the end of their first day of employment. The employee then has no more than three (3) business days from the start date to present original documents to a qualified representative from UB’s Office of Human Resources. Click here for I-9 Form Completion Instructions.