Student Employment with ASM

GSSF groups, Bus Pass, StudentPrint, the SAC, SSFC, SJ or ASM Internal are all referred to here as “ASM”. This site is designed to help those who mange an ASM organization and to help those who are just getting hired into their ASM organization. 

Normal UW processes (including student hourly work) have been disrupted due to COVID-19. For more info, please visit https://covid19.wisc.edu/

Starting the Hiring Process

**contact ASM directly prior to hiring anyone as the process has changed**

Hiring Documentation

The tabs to the right outline the forms required for hire with ASM, based on your employment history with UW. All forms are linked below under “Individual Hiring Forms” section. 

Some term definitions:

New” – Student employee has never worked at UW- Madison, nor any of the UW system schools. 

Rehire” – Student employee has worked at UW-Madison or any UW-system school in the past. This includes international student re-hires. 

International” – Student employees who are from countries outside the US, here on J-1 or F-1 Visas 

National students who are new employees to UW need to bring in the following information to ASM in order to be hired:

  • ASM student employee info form
  • Bring in IDs for the I-9 and complete online I-9 form*
  • W4 Form (2020)
  • WT-4 Form
  • Direct Deposit

Links to the forms can be found in the website section below “Individual Hiring Forms”.

*You will recieve a link to your electronic I-9 via your wisc.edu email once documents are turned in. This I-9 must be completed as soon as you recieve it – you will not be hired until the I-9 is complete.

International students who are new employees to UW need to bring in the following information to ASM in order to be hired:

  • ASM student employee info form
  • Direct deposit form
  • W4 form (2020)
  • W4 Supplimentary form
  • WT-4 form
  • I-20
  • Passport
  • Visa
  • I-94  (https://i94.cbp.dhs.gov/I94/)

Links to the forms can be found in the section below “Individual Hiring Forms”. 

If an international student employee has to apply for a social security number, please follow the directions here. Note: international students can still be hired and working for pay without a social security number, they just have to be in the process of retrieving one!

National and international students who have worked with the UW in the past 12 months need to only bring in the below in order to be hired:

  • ASM student employee info form, fully completed
  • IDs for the I-9*

Links to the form can be found in the website section below “Individual Hiring Forms”.

If you have worked at UW 12 or more months ago, you will need to turn in all the forms required of those who are “New to UW”.

*If retrieveing IDs for the I9 is not possible, bring in a picture ID instead

Individual Hiring Forms - this process is no longer valid. Please contact ASM.

Student Employee Information Form

This form is used every time there is a change in an ASM student employee’s status (Pay change, position change, new hire, termination, etc..). 

List of Accepted IDs for the Federal I-9

The I-9 form is completed electronically. You recieve an email from the UW with the form link once you turn in all your other hiring forms and the hard copy of your IDs for the Federal I-9. 

Direct Deposit Form

This form is required to be filled out by all new hires. If you or your employee need to make changes to their direct deposit (DD) information, they can fill out a new DD form at any point. 

W4 Form (2020)

The W4 is a tax form that reports your federal tax status. If you or your employee need to make changes to their W4 form, they can do so at any point by filling out a new W4 form

WT-4 Form

The WT-4 is a WI STATE tax form that allows you to report your state tax status.

W4 Supplimental Form

This is needed to demark any state tax reciprocity and international student tax information.

Managing Hired Employee's Positions

Changes to a current employee's position?

If you are a supervisor for your organization and need to make a change to a current employee’s position (due to a pay raise, graduation, moving positions, etc..), follow the tabs to the right to learn what documentation is required for each type of change.

It is important for your organization to fill out these forms whenever there is a change – otherwise, we cannot enter that change into the HR system!

The student employee info form is the only document required from your organization to make a pay change to an employee’s base pay (linked here). NOTE: we only need the below filled out on the form

  • Employee’s first/last name and signature (BOX 1)
  • All of the payroll approver (“Supervisor”) section and signature (BOX 2)

If you are changing an employee’s pay AND position title, please make the changes on the same form (check both boxes).

All forms should be turned into the ASM offices by the supervisor. 

 

The student employee info form is the only document required from your organization to make a position change to an existing employee’s role in your organization (linked here). NOTE: we only need the below filled out on the form

  • Employee’s first/last name and signature (BOX 1)
  • All of the payroll approver (“Supervisor”) section and signature (BOX 2)

If you are changing an employee’s pay AND position title, please make the changes on the same form (check both boxes).

All forms should be turned into the ASM offices by the supervisor.

The student employee info form is the only document required for terminating a position in your organization (linked here). NOTE: we only need the below filled out on the form

  • Employee’s first/last name (BOX 1)
  • All of the payroll approver (“Supervisor”) section and signature (BOX 2)

All forms should be turned into the ASM offices by the supervisor. 

Questions?

As an employee, you have many supporting staff, the primary being your organizational supervisor! Connect with your supervisor with any immediate concerns. 

If there is something your supervisor cannot help with, please contact the ASM offices directly.