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Student Employment

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  2. Students
  3. Information for Student Workers

Information for Student Workers

Before Your First Day of Work

Students who have never been employed on campus must first share their data access with a Vanderbilt HCM Specialist or Hiring Manager to begin the hiring process.

  • Students who have been previously employed at Vanderbilt will be able to create a new work relationship directly in Oracle.

🔒 Note: All student employees must have a Social Security Number on file before they can begin working.

I-9 Employment Eligibility Verification

All new student employees are required to complete an I-9 before they can begin working.
The I-9 is a two-step process and must be completed prior to your official start date.

📘 Learn more about the I-9 Process

W-4 Tax Withholding

To ensure proper calculation of take-home pay, students must complete a W-4.

You can submit or update your W-4 information online:

  1. Log into Oracle

  2. Go to Navigator > Me > Pay

  3. Select Tax Withholding

📘 View W-4 Instructions

Student Work Week Guidelines

Undergraduate & International Students

  • May work up to 19 hours per week while classes are in session

  • May work up to 40 hours per week during official holiday and summer breaks

  • Hour limits apply across all campus positions combined

Graduate/Professional Students

  • May work up to 29.5 hours per week during the academic term

  • May work up to 40 hours per week during breaks

  • Important: Individual academic programs may set stricter limits — please check with your department

Student Payment & Timesheet Procedures

UBA – University Biweekly Time Reporting Required

All student workers must submit timesheets using UKG Ready (Kronos) by the HR-established deadlines.

  • Only unapproved timecards may be edited during the current period

  • For changes to previous periods, contact your HCM Specialist

📘 HR Payroll Calendar

Timesheet Process

All hourly-paid student employees must submit their timesheet by the deadline each pay period to ensure proper approval and timely payment.

📘 Timesheet FAQs to get familiar with the system

Getting Paid

Vanderbilt University requires all employees to be paid via Direct Deposit.

Student employees can create or update their direct deposit information in Oracle Cloud:

📘 Direct Deposit Setup Instructions

Things to Know:

  • Direct deposit can take 1–2 pay periods to become active

  • During setup, you may receive a paper check

  • Paper checks are mailed to the address listed in Oracle
    👉 Please verify and update your address regularly:

    • Log into Oracle

    • Click the Personal Information icon

    • Go to Contact Info

Need Help?

If you have questions or need assistance:

  • Submit a Service Request via My Knowledge in Oracle (select the Payroll category), or

  • Email the Payroll team at: 📧 payroll@vanderbilt.edu