FAQ's - Departments

Graduate Assistants

How do I hire a Graduate Assistant?
To start, you must submit a request to the graduate school for approval and submit a request to your Graduate Coordinator or Department Chair for funding approval.

How do Graduate Assistants receive payment?
They are paid from your department’s operating budget or from grant funds and they are paid a lump sum (stipend) at the end of each month they work. In most cases Graduate Assistants are not required to complete a time sheet.

What if we would like to pay the student from more than one account number?
You can list up to three account numbers you would like the student to be paid from, on the same form. Just list them next to Account Number and on the next lines across, you can list the amount from each account.

How do I know what is my student’s I-9 date?
There are two ways to know if your student has completed an I-9 and their employment paperwork. They will either have a Blue or Yellow I-9 Verification card. The Blue card is from the International Student Scholar Office, for those students on a Student Visa. The Yellow card is from the Student Employment Office. You can also call or email the Student Employment Office to obtain that date.

What do I do, if my student does not have an I-9 on file?
Your student will need to complete the I-9 and the new hire employment paperwork, prior to starting work or no later than 3 days after starting employment, to stay in accordance with Federal Employment Regulations.

Where does the student complete the I-9 and new Hire Paperwork?
The student can complete their employment paperwork with the Student Employment Office. To complete the forms, they must bring one of the following documents; Original Social Security card, Birth Certificate, Permanent Resident card, or US Passport and a photo ID. If the student is on an F-1 or J-1 Visa, then they must complete their employment paperwork, through the International Student Scholar Office (202, CHHS). If you are authorized by Student Employment, you can also complete the employment paperwork, in your department, with the exception of those students on a Visa.

Federal Work Study

How do I hire a Federal Work Study student?
To start, you must submit a Job Advertisement form to the Student Employment Office. The advertisement form is found on the Student Employment webpage.

How do I know the student has Work Study?
The student must present to you there Federal Work Study Appointment form, showing their award amount and their I-9 date.

Where do the Work Study funds come from?
They are paid from the award amount they receive through Financial Aid. Student earn that money, by working through a job on campus and in some cases jobs, off campus, by completing a monthly time sheet of the hours they worked. Students are paid from those funds, until the money is exhausted or the end of the semester or academic year, which ever comes first.

Does hiring a Work Study student cost me anything?
As long as you monitor your students work hours each month, you can determine when the student will reach their award amount, without going over. Anything over their award amount will be paid from your department’s operating budget.

How do we determine the hourly rate for our Work Study student?
You should use this formula:
Award amount / hours can work per week / number weeks in a semester or year = hourly pay rate. However, you also have to keep in mind minimum wage and equity amongst your student workers in accordance with their job duties.

When the form asks for an account number, what number do we use?
You would use your department’s Fund/Index number, so payroll will know where the student works. Also keep in mind that if your student goes over their award amount, those funds are taken from your department’s budget.

Student Temporary Wage

How do I hire a Student Temporary Wage worker?
To start, you must submit a Job Advertisement form to the Student Employment Office. The advertisement form is found on the Student Employment webpage.

How do I determine the Wage for my student worker?
You can go to www.hr.uncc.edu/students.htm and click on “How do I determine the job classification and rate of pay for students” to find the skill level for the work performed. Then you can match the skill level (1-6) to the pay range and can determine the hourly rate from there. Make sure that you have equity amongst your student workers and their job duties.

How do Student Temporary Wage students receive payment?
They are paid from your department’s operating budget.

When the form asks for an account number, what number do we use?
You would use you the account number that you would want the student to be paid from. Also know that the account number on the time sheet must be the same number on the appointment form.

What if we would like to pay the student from more than one account number?
You can list up to four account numbers that you would like the student to be paid from, on the same appointment form. Just list them next to Account Number and the lines for (if split funded).

What if we have different rates?
You can still list the information on the same appointment form. Just list the account number, then the rate next to it.

What does it mean by Grade Level?
That is the level of the position, which can be from I-VI in most cases. Please see the “How do I determine the job classification and rate of pay for students” chart for more details.

How do I know the student’s I-9 date?
There are two ways to know if you student has completed an I-9 and their employment paperwork. They will either have a Blue or Yellow I-9 Verification card. The Blue card is for those students on a Student Visa, prepared by the International Student Scholar Office. The Yellow card is from the Student Employment Office. You can also call or email the Student Employment Office to obtain that date.

What do I do, if my student does not have an I-9 on file?
Your student will need to complete the new hire employment paperwork, prior to starting work or no later than 3 days after starting employment, to stay in accordance with Federal Employment Regulations.

Where does the student complete the I-9 and New Hire Paperwork?
The student can complete their employment paperwork with the Student Employment Office. To complete the forms, they must bring one of the following documents; Original Social Security card, Birth Certificate, Permanent Resident card, or US Passport and a photo ID. If the student is on an F-1 or J-1 Visa, then they must complete their employment paperwork, through the International Student Scholar Office (202, CHHS). If you are authorized by Student Employment, you can also complete the employment paperwork, in your department, with the exception of those students on a Visa.