To help you get off to a great start as a student employee at USC, here’s an overview of the student hire process.
Onboarding
Onboarding refers to the process through which you are hired as a USC employee and learn how to perform the duties and responsibilities of your new job. While each department has a unique onboarding process, all new student employees must complete certain required forms. For a step-by-step guide to completing Onboarding for your student employment, please review the Student Employee Oboarding Job Aid.
Offer: You may receive a job offer verbally or in writing. Once hired, you'll get an email with details like start date, pay rate, hours, supervisor, and other important information. Complete all required tasks!
Most students do not require a background screening unless they fall into certain categories:
- handling money,
- working with minors,
- involved with direct patient care, or
- have key access.
If a background check is needed, you'll get an email from HireRight instructions to complete online forms.
Complete the online forms within 5 business days. To avoid delays, make sure to provide all required information.
To be employed and receive payment, you must complete Form I-9. You'll get an email to your USC email account from I-9 Advantage to complete Section 1 of the form. Bring your original ID/employment eligibility verification documents to your student hire representative within 3 days of starting work.
Check USCIS I-9 Central for acceptable documents.
You can't work or get paid until your Form I-9 is completed and verified.
Onboarding Tasks
Login and Authentication
- Once your hire is approved, log in to the HCM PeopleSoft system using your network username and password.
- Two-factor authentication (DUO) is required.
Direct Deposit
Setup: If you're new to working at USC or haven't been paid in a while, you MUST set up or update your Direct Deposit info in the HCM PeopleSoft system to get your first paycheck.
Follow the step-by-step instructions to ensure the timely deposit of your paycheck.
Failure to complete this critical step may cause a delay in the receipt of your pay.
W-4 and SC W-4
As a new student employee, you are required to complete Form W-4 and SC W-4 for tax withholding. International students must complete paper copies and submit them through the ESS Payroll portal. Contact the Payroll Office for assistance.
These forms tell USC how much federal and state taxes to withhold from your paycheck. USC will send the withheld taxes to the IRS and South Carolina.
The Payroll department provides information and resources to help you complete the W-4 and SC W-4 tax withholding forms.
As your employer, USC is prohibited from giving you any tax advice, including what to put on a tax form, and you should rely on the official instructions or a tax advisor.
ACA Acknowledgment
As your employer, USC is required to provide you the Affordable Care Act (ACA) Market Exchange Notice which includes answers to questions regarding the Health Insurance Marketplace.
You are required to complete an acknowledgment [pdf] that you have received the notice and that you understand the provisions regarding health insurance and its potential impact on you.
New Student Employee Checklist
Download this Student Employment Checklist [pdf] to track completion of required tasks.
Benefits
If you are a graduate student with an assistantship, such as a Graduate Teaching Assistant, you may be eligible for health insurance and tuition remission benefits. Visit the Graduate School for more information.
The Student Health Insurance Plan is an excellent match for students. It offers comprehensive benefits, low premiums, low co-pays and zero on-campus deductibles. The plan also covers mental health, vision, and dental services. Review the Student Health Insurance Plan for more information.
The Student Health Plan meets the ACA requirements for individual coverage.
ACA Notice and Acknowledgment of Receipt
Student employees will receive the ACA Notice and Acknowledgment of Receipt [pdf] like other employees.
Eligibility for Summer Employment
Summer jobs are usually seasonal, so state benefits aren't extended. However, if you qualify based on ACA and university guidelines, you may get employer coverage.
Eligibility for Employment Outside of Summer
If you work 30+ hours per week in one job or multiple jobs with the same hire date, you may be eligible for state benefits. If you work multiple jobs with different hire dates, eligibility is checked at your earliest hire date and annually.
Visit the Division of Human Resources for more information about state benefits.
Contact the Benefits Office at benefits@mailbox.sc.edu or 803-777-6650.
Work Schedule and Leave
The following information outlines relevant policies and best practices regarding work schedules and leave for student employees.
Your work schedule, that is the specific hours worked, is typically based on the needs of your supervisor and your availability.
Undergraduate Students
Recommended to work no more than 20 hours per week during the academic year, cannot exceed 40 hours a week across all active positions.
Federal Work Study Positions
Limited to work up to 20 hours per week during the academic year and up to 40 hours per week during official school breaks.
Graduate Students
Recommended to work no more than 20 hours per week. Students with assistantships are not permitted to work more than 20 hours per week. With an approved appeal by the Graduate School, students with assistantships can work 21-25 hours per week. During the summer months, students with assistantships are permitted to work up to 28 hours without the requirement of an appeal. Students without an assistantship can work up to 40 hours a week across all active positions. For more information, review university policy ACAF 4.0.
International Students
Can work up to 20 hours per week during the academic year and up to 40 hours during official school breaks. For more information, visit International Student Services.
Student employees are not eligible to receive vacation or sick leave.
Talk to your supervisor about their preferred means of communication and documentation when you are unable to work.