HIRING PROCEDURES

IMPORTANT INFORMATION 

In order to maintain eligibility for OCP employment, undergraduate students need to be enrolled in at least 6 credits, and graduate students must be enrolled for at least 4 credits for each quarter in which you hold the appointment. Student hourly employees who graduate are not eligible to work as a student hourly employee after their last final exam or during break periods unless they are enrolling in the following quarter as a graduate student.

Anyone who has been offered a position needs to complete the hiring paperwork in a timely manner and cannot begin working the hire has been approved by Human Resources. This process will take 2-3 weeks.  If this is your first time working as an employee at UW Tacoma, please complete all forms.  Individuals who have previously worked at UWT and have submitted this paperwork may need to complete an updated I-9 and a W4 form (can be done online).  Consult with your hiring coordinator to determine if this step is necessary. 

STEP 1 (to be completed by new employee)

Complete a Personal Data Form and email it to your hiring coordinator.

STEP 2

After you submit the Personal Data form, the hiring coordinator initiates the hire by sending a Student Employment Form (for student employees) or Hiring Request Form (for non-student employees) to Human Resources.

STEP 3 (to be completed by new employee)

  • Complete Background Check - Human Resources will send an electronic authorization form to all new employees. 
  • Complete your Workday Onboarding Tasks
  • Employment Eligibility (I-9)
    • Step 1: student employee must initiate this step on your own in Workday.
    • Step 2: make an appointment to meet with the OCP hiring coordinator to show your identification documents.  Review the required documents list; bring bring one identification item from row A or one from B and one from C.
  • W-4 Withholding Allowance Certificate - can be done online once you're enrolled in Workday.
  • Direct Deposit Authorization - can be done online once you're enrolled in Workday.
  • Online Affirmative Action Form (requires UW NetID – must be an active employee and must be completed within 1 week of employment)
  • Work Study students need a Work-Study Award Verification form, which is obtained from the Office of Student Financial Aid (MAT 206).
  • Training:  As part of onboarding, all UW employees, including student employees, are required to take the following trainings within 31 days from the start of their UW employment
    • To begin training, click here.
  • ONLY FOR INTERNATIONAL STUDENTS ON F1 VISAS
    • Read the Office of Global Affairs website on student employment to confirm if you are eligible to work on campus. 
    • International students are allowed to work on-campus up to 19.5 hours for undergraduate student and 20 hours for graduate students per week while class is in session and unlimited hours during breaks such as summer quarter, winter break and spring break.
    • Social Security: Students who are working for the first time in the U.S. must apply for a social security number. This form is completed in the ISSS Portal (found on ISSS website) by the on-campus employer once the student has initiated the process in the portal, and signed off by an ISS Advisor. 
    • Social Security Information page.
      • We will need to see the following once you have a social security number:
      • Passport, Visa, I-94, and I-20
      • Bring all your completed forms, and if applicable passport, visa, I-94, I-20 to OCP in Dougan 210.
      • The UW Tacoma Payroll Office will be contacting you with instructions for setting up your Glacier Tax System account.  It’s very important you complete the questionnaire and submit the Tax Summary Report, along with requested documents listed on the report, to the UW Tacoma Payroll Office.      
      • The Tax Summary will let them know if there is a tax treaty, and will provide a form if needed.
      • UW Tacoma Payroll Office will assist you with your Glacier Tax System form if necessary.

STEP 4 - CONGRATULATIONS, YOU’VE BEEN HIRED! (WHAT’S NEXT?)

  • Timesheets:  Timesheets are due on the 1st and 16th day of the month.  Note: An online timesheet will be set-up for you to complete. You should see a timesheet tab on MyUW.  If this is your first-time working at UWT, please note that your timesheet may not be active until the period after you submit your paperwork. However, you'll be paid for time worked the previous period.
  • Pay Days:  Pay days are the 10th and 25th of each month. You may set up Direct Deposit in Workday.