Student Employment

ASM processes payroll and provides payroll support for student employees hired by ASM internal, SJ, SSFC, SAC, Bus Pass, and GSSF groups. Each hiring organization assigns two payroll managers (“payroll approvers”) that undergo ASM training to successfully hire employees and manage employee hour entry. Below are forms related to employee hiring and payroll management.

 

Payroll Managers:

Hiring Employees New to UW-Madison

The following forms are required for employment and must be dropped off in person by the new employee at ASM offices (4301 SAC) prior to hire:

  • Student Employee Information Form : This form requests the employee’s personal information and the details of their specific hire. This form requires both student and payroll manager signatures. The payroll manager is responsible for filling out the center box and everything below the center box. This form will not be accepted if any information is missing.
  • Identification for I-9: Students are required to bring in original legal presence documents to the ASM office per federal policy. These IDs are required if there has been any break in service with UW employment. An electronic I-9 will be sent to the employee to complete after all their hire information has been turned in.
  • W-4 Withholding Form: This form requests tax information. International Student Employees must use GLACIER – the nonresident Alien Tax Compliance System – for tax reporting.
  • Direct Deposit Authorization Form: This form requests bank information so the employee can be paid directly by UW Madison.

Hiring/Re-Hiring Current or Past UW-Madison Employees

The following forms are required for employment and must be dropped off in person by the employee at ASM offices (4301 SAC) prior to hire:

  • Student Employee Information Form : This form requests the employee’s personal information and the details of their specific hire. This form requires both student and payroll manager signatures. The payroll manager is responsible for filling out the center box and everything below the center box. This form will not be accepted if any information is missing.
  • Identification for I-9: Students are required to bring in original legal presence documents to the ASM office per federal policy. These IDs are required if there has been any break in service with UW employment (even 24 hours). An electronic I-9 may be sent to the employee to complete if their old I-9 is expired.

The below forms are not required if the employee currently works or has historically worked for UW-Madison. However, if they need to update information on either form, this may be a good time to do so.

  • W-4 Withholding Form: This form requests tax information. International Student Employees must use GLACIER – the nonresident Alien Tax Compliance System – for tax reporting.
  • Direct Deposit Authorization Form: This form requests bank information so the employee can be paid directly by UW Madison.

Position Title or Pay Rate changes for a Current Employee

  • The Student Employee Information Form is required for any position change or pay rate change for a current employee and must be dropped off at ASM offices (4301 SAC) before the change can be processed.
  • The only sections of the Student Employee Information Form that need to be filled out under these circumstances are:
    • Employee’s first/last name
    • Center Box filled out by Payroll Manager
    • The box (checked) next to position change and/or rate change, with an effective date
    • Both Employee and Payroll Manager’s signature

Termination or Graduation of a Current Employee

  • The Student Employee Information Form is required to terminate a current employee and must be dropped off at ASM offices (4301 SAC) before the termination can be processed.
  • The only sections of the Student Employee Information Form that need to be filled out under these circumstances are:
    • Employee’s first/last name
    • Center Box filled out by Payroll Manager
    • The box (checked) next to termination, with an effective date
    • ONLY the Payroll Manager’s signature

 

Employees:

Logging Hours Worked

  • How to log hours worked: This link provides a step-by-step tutorial on how to enter in hours. You will need to enter your hours bi-weekly. Please talk to your Payroll Manager if you have questions or concerns entering your hours.  

Payroll Schedule for 2017

  • Bi-weekly Payroll schedule for 2017: You will need to make sure you enter in hours continually during each bi-weekly payroll session. Talk with your Payroll Manager for specific hour entry deadlines for your organization.  

Prior Period Time-sheets

  • Prior Period Time-sheet: Prior period time-sheets are used if you forgot to log hours during the bi-weekly pay period. This form should only be used if you are turning in hours from a previous pay period. The time-sheet needs to be complete and signed by the student and Payroll Manager and turned into the ASM Office. Time-sheets must be turned in within one month of missed time in order to be processed.

 

Additional Information:

 

If you have questions about employment paperwork, your timesheet, or logging hours, please first contact your organization’s Payroll Manager. You can also contact the ASM Office at (608) 265-4276 or email the Payroll Financial Specialist Maddy Raudenbush at madeline.raudenbush@wisc.edu.