Student Employee Information

This site is designed to help those who manage a General Student Services Fund (GSSF) organization and to help those who are just getting hired into their role with a GSSF organization or with the Associated Students of Madison (ASM).

Due to campus restrictions enacted to cope with the outbreak of COVID-19, UW-Madison is currently hiring in a limited basis.

If you are a GSSF organization looking to hire (new or rehire), please reach out to the SSFC Advisor Katie Steigleder, ksteigleder@wisc.edu, for guidance on how to get pre-approved to start hiring employees to your organization.

If you have been pre-approved to hire for your organization, you should have received further directions via email. If you did not receive that email, please reach out to SSFC advisor Katie Steigleder (ksteigleder@wisc.edu) and/or ASM Payroll Coordinator Maddy Kasprzak (mdkasprzak@wisc.edu) for help.

Hiring a New Employee to your Organization

UW-Madison is currently hiring in a limited basis: If you are a GSSF organization looking to hire (new or rehire), please reach out to the SSFC Advisor Katie Steigleder, ksteigleder@wisc.edu, for guidance on how to get pre-approved to start hiring employees to your organization. Once pre-approved, you will receive an email with details on the process. That email, along with the information in these tabs, should help guide you through the new process while under COVID-19.

The tabs to the right outline the forms required for hire with ASM, based on an employee’s employment history with UW. All forms are linked below under “Helpful Links” section. The information in these tabs is subject to change.

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 will need to do the following:

  • Complete Student Employee Information Form with org supervisor.
  • Virtually meet with ASM staff to show I-9 appropriate IDs for the I-9, verbally state their SSN, 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” app in MyUW
  • Complete the Direct Deposit Form through the “payroll” app in MyUW
  • Meet with your org supervisor to be trained on how to log your time worked

Links to the forms can be found in the website section below “Helpful Links”.

*You will receive a link to your electronic I-9 via your wisc.edu email after you virtually 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.

This process is currently TBD – please reach out to ASM staff Maddy Kasprzak (mdkasprzak@wisc.edu) or Ray Scanlon (ray.scanlon@wisc.edu) if you are looking to hire an international employee.

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.
  • Virtually 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” app in MyUW is accurate and update if needed
  • Check the Direct Deposit Form through the “payroll” 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

Links to the forms can be found in the website section below “Helpful Links”.

*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 Hire to UW” (tab to the left)

 

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 information form is the only document required from your organization to make a pay change to an employee’s base pay. This form can be found in the “helpful links” section below.

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).

This form should be emailed to ASM payroll coordinators Maddy Kasprzak (mdkasprzak@wisc.edu) or Ray Scanlon (ray.scanlon@wisc.edu) by the org payroll supervisor, through the supervisor’s wisc.edu email.

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. This form can be found in the “helpful links” section below.

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).

This form should be emailed to ASM payroll coordinators Maddy Kasprzak (mdkasprzak@wisc.edu) or Ray Scanlon (ray.scanlon@wisc.edu) by the org payroll supervisor, through the supervisor’s wisc.edu email.

The student employee information form is the only document required for terminating a position in your organization. This form can be found in the “helpful links” section below.

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)

This form should be emailed to ASM payroll coordinators Maddy Kasprzak (mdkasprzak@wisc.edu) or Ray Scanlon (ray.scanlon@wisc.edu) by the org payroll supervisor, through the supervisor’s wisc.edu email.