This site is designed to help those who manage a General Student Services Fund (GSSF) organization or an Associated Students of Madison (ASM) committee.
It is also a resource for new employees being hired into a GSSF organization or an ASM committee.
Hiring a New Employee to your Organization
- Overview
- Rehire to UW
- New Hire to UW for International Students
- New Hire to UW for Domestic Students
The tabs in this table outline the forms required for hire with ASM, based on an employee’s employment history with UW.
Some term definitions:
New Hire= 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.
National and international students who have worked with the UW in the past 12 months* will need to do the following:
- Complete Student Employee Information Form with org supervisor.
- Meet with ASM staff to show a photo ID and address any other individualized hiring details. This meeting my not be needed, depending on the employee’s UW employment history.
- Check the W4 Form through the “Payroll Information” tile/app in MyUW is accurate and update if needed
- Check the Direct Deposit Form through the “Payroll Information” tile/app in MyUW is accurate and update if needed
- Meet with your org supervisor to be trained on how to log your time worked, especially if you hold multiple UW jobs
*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 hires to UW.
International students who are new employees to UW will need to do the following:
- Complete Student Employee Information Form with org supervisor.
- Meet with ASM staff to show I-9 appropriate IDs for the I-9 and address any other individualized hiring details. These I9 IDs commonly include a foreign passport and visa, I-20, and an I-94.
- Complete the online I-9 form, sent to employee by ASM staff *
- Set up a glacier tax account – information on how to do this is stated on the W4 Form, found through the “Payroll Information” tile/app in MyUW
- Complete the Direct Deposit Form through the “Payroll Information” tile/app in MyUW
- Apply for a Social Security Number (SSN) if you do not have one.
- Meet with your org supervisor to be trained on how to log your time worked, especially if you hold multiple UW jobs
*You will receive a link to your electronic I-9 via your wisc.edu email after you meet with ASM staff. This I-9 must be completed as soon as you receive it – you will not be hired until the I-9 is complete.
National students who are new employees to UW will need to do the following:
- Complete Student Employee Information Form with org supervisor.
- Meet with ASM staff to show I-9 appropriate IDs for the I-9 and address any other individualized hiring details.
- Complete the online I-9 form, sent to employee by ASM staff *
- Complete the W4 Form through the “Payroll Information” tile/app in MyUW
- Complete the Direct Deposit Form through the “Payroll Information” tile/app in MyUW
- Meet with your org supervisor to be trained on how to log your time worked, especially if you hold multiple UW jobs
*You will receive a link to your electronic I-9 via your wisc.edu email after you meet with ASM staff. This I-9 must be completed as soon as you receive it – you will not be hired until the I-9 is complete.
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 graduation, leaving the org for personal reasons, switching position titles within your org, etc..), you can use this table 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 information form is the only document required from your organization to make a position change to an existing employee’s role in your organization.
The student employee information form is the only document required for terminating a position in your organization (whether that is due to graduation, or leaving the org for personal reasons).