Student employment is a high-impact practice that prepares students for a rapidly changing global society and success beyond graduation. A strong student employment experience helps connect students to campus and can positively impact retention. Student employment at UNC Asheville is intended to be educationally and financially helpful while providing valuable work experience. Whether you are a student or a supervisor, we are here to provide comprehensive information and resources to help you navigate all aspects of student employment from start to finish.

Contact Information Student Employment Portal Hiring Process Timesheets and Payroll Resources for Students Resources for Supervisors
incoming students gathered in a room for Embark orientation
a group of incoming students gathered for Embark orientation
Two IGNITE PALS
incoming students being led on a campus tour

Contacts for Student Employment

Student Employment

If you have any questions about student employment in general or the Student Employment Portal, please contact us at:

studentemployment@unca.edu

Human Resources

If you have any questions about the I-9 Form or Supporting Documentation, please contact Human Resources:

hr@unca.edu

Payroll

If you have any questions about setting up Direct Deposit or Timesheets, please contact Payroll:

payroll@unca.edu

Student Employment Portal

The Student Employment Portal is the centralized location for the student employee application and hiring process. To access it, log in to OnePort, click “Employment,” and then click “Student Employment.”

Students use the portal for :

  • Searching & Applying for Jobs
  • Completing Required Hiring Forms 
  • Checking Your Hire Status 
  • Accepting Your Job Applying

Faculty and staff use the portal for :

  • Creating an Employer Profile 
  • Accessing Control Panel 
  • Posting a Job 
  • Reviewing Applications 
  • Starting a Hire Request 
  • Checking a Hire’s Status 
  • Completing the Fund Manager Review

The Student Hiring Process

All steps of the student employment hiring process will be completed in the Student Employment Portal.

Hiring Managers/Supervisors must have an employer profile in order to access the Portal. If you are not a fund manager, please submit a Profile Request Form. When your profile is created, you will receive an email with additional information about the Portal for future reference.

someone sitting down for an interview on an office
  1. Supervisor creates a job posting. 
  2. Students reviews open job postings and apply.
  3. Supervisor interviews student(s) to determine who to hire.
  4. Supervisor submits a Hire Request for chosen student(s).
  5. Students must complete all required hiring documents and steps. The status of each document can be reviewed on the Student Employment Dashboard.
    • Required documents and steps include:
      • I-9, NC-4, and W-4 online forms accessible on the Student Employment Portal Dashboard.
      • An in-person meeting with Human Resources to provide the physical, original I-9 supplemental documentation required to establish identity and employment authorization.
      • A physical, completed Direct Deposit Enrollment & Change form to Payroll.
  6. Fund Manager reviews and either edits, returns, or approves the Hire Request.
  7. Student Employment reviews and either edits, returns, or approves the Hire Request. 
  8. Student accepts the position through their Student Employment Portal Dashboard. The student and hiring manager will receive an email with directions when the student is able to accept the position. 
  9. Student can now begin working!

Information and Resources for Students

Student Employees

  • Who are student employees? Student employees are current undergraduate students who work on-campus. 
  • Where can students find and apply for open student employment positions? All student employment positions can be found and applied for on the Student Employment Portal.
    • Open OnePort and in the left side menu click “Employment” then “Student Employment” to navigate to the Student Employment Portal. Click the “Students” tab and then “Find an On-Campus Job.” From here you can search for positions.
  • How many hours can a student employee work each week? During the academic semesters, Non-FWS student employees can work a maximum of 28 hours per week inclusive of all on-campus paid positions. During winter and summer breaks, this increases to a maximum of 40 hours per week inclusive of all on-campus paid positions.

Federal Work Study (FWS) Student Employees

  • FWS is a federally funded, financial aid employment program available during fall and spring semesters. Eligibility for FWS is determined by a student’s submitted Free Application for Federal Student Aid (FAFSA).   
  • Requirements to be Hired into a FWS Position
    • Student is degree-seeking
    • Enrolled full-time (at least 12 credit hours) during the fall and/or spring semester
    • A US citizen or permanent resident
    • Eligible for FWS based on their FAFSA
    • Accepted their FWS award through the Financial Aid Office
  • Are students with Federal Work Study awards guaranteed an on-campus FWS position? No. Students still need to meet the position requirements, apply, and interview, and be offered the position.
  • Where can students find and apply for open student employment positions? All student employee positions can be found and applied for on the Student Employment Portal. All hourly student employee positions are able to be paid by a FWS award and can be found/applied for through the Student Employment Portal. There are also positions that are only available to students with FWS.
    • Open OnePort and in the left side menu click ‘Employment’ then ‘Student Employment’ to navigate to the Student Employment Portal. Click the ‘Students’ tab and then ‘Find an On-Campus Job.’ From here you can do a quick or advanced search based on the type of job you need. 
  • How many hours can a student work each week in a FWS position?  Students can work a maximum of 20 hours per week in their FWS-funded position during the academic year. FWS is not available during the summer break.
  • How is FWS funding dispersed? Students earn their FWS funding by working on campus. All hourly student employee positions, unless specifically noted in the job post, can be funded by Federal Work Study. FWS positions are paid an hourly rate, determined by the Financial Aid Office, on a biweekly basis. There are no parameters on how the pay is used after being deposited to the student’s bank account.
  • Not sure if you’re eligible for FWS or if you’ve accepted your FWS award? Contact the Financial Aid Office at finaid@unca.edu or 828-251-6535. 

International Student Employees

  • What is required for an international student to work on campus? / Requirements to be Hired as an International Student
    • Student has work authorization/a Social Security Number (SSN). See details on how to obtain a Social Security Number (SSN) below.
    • International students must maintain legal F-1 or J-1 status while engaging in on-campus employment.
    • Student is an undergraduate.
    • Student is degree-seeking.
    • Student is enrolled at UNC Asheville for the current semester or, if working during academic year breaks, enrolled for the following semester at UNC Asheville.
  • Once an international student has work authorization, what on-campus employee positions can they apply for? International students can apply for any on-campus position that is not funded by FWS. The position must be for the university or a contracted company such as Chartwells/Dining Services.
  • How many hours can an international student work on campus? 
    • Part-time (20 hours per week or less) during the regular full-time quarters, which are set by the UNC Asheville academic calendar and include finals weeks.
    • Full-time (more than 20 hours per week but not exceeding 40 hours per week) between quarters.
    • Full-time (more than 20 hours per week but not exceeding 40 hours per week) during the annual vacation quarter (summer semester).
  • On-campus employment eligibility for international students expires:
    • when an international student graduates/on the last day of their final quarter (per UNC Asheville academic calendar) even if their I-20 expiration date is after that date
    • if an international student transfers to another university, their work authorization expires on the day of their SEVIS record release date
    • if an international student violates their F-1 status and their SEVIS record is terminated
  • Who is the best contact for more information or additional questions? 

IMPORTANT REMINDER: International students cannot begin working on-campus until all of their required paperwork has been submitted and processed with HR and Payroll. Completion and approval of employment paperwork before a student begins on-campus work is a requirement of law and University policy.

The Student Employment Portal must use a student’s legal name because of the legal, required hiring documents the student must complete within the portal. If it becomes an option to use a student’s preferred name, we will implement that change as quickly as possible.

The student must complete two required steps in the UNC Asheville Hiring Process:

  1. Complete All Required Hiring Documents: 
    1. A student is legally permitted to work when they have completed all legally required hiring documents, which includes an in-person meeting with Human Resources to provide the physical, original documentation required to establish identity and employment authorization as well as a physical Direct Deposit Enrollment & Change form submitted to Payroll.
  2. Formally Accept Your On-Campus Position in the Student Employment Portal
    1. A student is permitted to work per the UNC Asheville Student Employment Policy when they have completed the UNC Asheville Hiring Process, which requires formally accepting the on-campus position using the Accept/Decline button in the Student Employment Portal.

Any situation where a student begins working before they are legally permitted to and/or has not completed the UNC Asheville Hiring Process will be reviewed on a case by case basis to determine potential repercussions for the Hiring Manager and/or Student.

  1. Log in to your Student Employment Portal Dashboard. 
  2. Select “Student Employees” in the top menu and click the ‘Find a Job’ option in the drop down menu. 
  3. Search for active job postings by selecting a specific, predefined ‘Quick Search’ or input your own specifications through the “Advanced Search” option.
    1. If you are eligible for Federal Work Study (FWS), all on-campus, hourly jobs are open to you unless specifically stated in the job description.  
    2. To see hourly jobs that are only open to students with Federal Work Study, select the “On-Campus FWS Jobs” button on the Quick Search page.
  4. Click the checkbox next to the job you want to submit an application for and then the “Apply for Selected Job” button. 
  5. Fill out and submit the job application. You will receive an email confirming the application was successfully submitted.
    1. All applicants are encouraged to meet with the Career Center to have their resume and/or cover letter reviewed prior to applying for an on-campus position.

Common Question: Why am I not able to see On-Campus FWS Jobs if I have a FWS Award? If this happens and you have accepted your FWS Award, please contact Financial Aid at finaid@unca.edu or 828.251.6535.

Congratulations on being selected for an on-campus job! A Hire Request will be submitted by the Hiring Manager / Supervisor to initiate your hire. To complete the first of two required steps in the UNC Asheville Hiring Process:

  • Log in to the Student Employment Portal and review your Employment Eligibility Forms & Student Details table on your Dashboard.
  • Once a Hire Request has been initiated for you, any incomplete required hiring documents will be highlighted in pink and have an active, clickable URL on the right side of the Employee Eligibility Forms & Student Details table.
  • I-9, W-4, and NC-4 Forms: Click each active URL to complete each online form. 
  • Meet with Human Resources to complete the I-9 Supporting Documentation portion of the I-9 Form. To schedule your meeting, use this link. Your I-9 Supporting Documentation must be the original, physical document. Replicas, photos, or emailed documentation can not be accepted. If you have any questions about the I-9 Form or Supporting Documentation, please contact HR at hr@unca.edu.
  • Submit a printed and completed Direct Deposit Enrollment and Change Form with Voided Check or Bank Form showing Routing and Checking Account Numbers to Payroll in 120 Phillips Hall. If you have any questions about direct deposit, please contact Payroll at payroll@unca.edu.
  • When all required hiring documents show as complete on your Dashboard, the Hire Request will continue through the review and approval process. 

Common Question: Why aren’t there any links on my Dashboard to complete required hiring documents? The links to required hiring documents and steps outlined above will not populate on your Dashboard until a Hire Request has been initiated for you by the Hiring Manager / Supervisor.

Formally accepting the on-campus position is the second final required step in the UNC Asheville Hiring Process and indicates you are cleared to begin working in an on-campus position. It violates the Student Employment Policy for a student to begin working without completing the UNC Asheville Hiring Process.

You will receive an email letting you know when and how to complete the UNC Asheville Hiring Process by formally accepting your on-campus position.

  • To accept the on-campus position, log in to your Dashboard. Below the Employment Eligibility Forms table where your form statuses are, you should see the job details and a blue Accept/Decline button. 
  • If you do not see the details or the Accept/Decline button for the job in question, please update the Display from “Current/Future” to “All.” Please make sure you click the “Submit” button so that the page updates appropriately.
  • Click the Accept/Decline button and follow the prompts. 
  • You are now fully hired and can begin working! 

Common Question: Why can’t I see the blue Accept/Decline button? The Accept/Decline button only populates on your Dashboard when the Hire Request has been fully reviewed and approved. Keep an eye out for an email that lets you know when it’s time to accept your on-campus position!

Payroll and Timesheets

Student employees are required to track, enter, and submit accurate hours worked by the conclusion of each pay period through the bi-weekly online timesheet in OnePort. The 2024 Bi-weekly Payroll Calendar shows the start and end dates of each bi-weekly work period and the corresponding pay date including any adjusted dates for holidays and breaks. The time sheet submission deadline for student employees is midnight on the last day of the bi-weekly pay period, every other Sunday at 11:59 p.m.

Completing Your Timesheet

  1. Log into OnePort.
  2. Click “Employment” in the menu on the left.
  3. Choose “Timesheet (Temp/Student Employee).” 
  4. Make sure your role is chosen and click “TimeSheet”. If you have more than one on-campus job, you’ll need to select the specific role that you’re inputting hours for in the drop down menu.
  5. Input all hours worked.
  6. Double-check your hours are correct and click “Submit for Approval.” 

If you have any questions about your timesheet, please contact Payroll at payroll@unca.edu. Falsifying timesheets, including adding hours to a timesheet that were not worked on that date, is a violation of federal and state law. 

Completing a Late Timesheet

If a student employee misses the deadline to submit their completed timesheet (every other Sunday at 11:59 p.m.), they will need to complete a Late Timesheet within the following bi-weekly pay period to be paid.

late timesheet form
  1. Print the completed late timesheet.
  2. Fill out the Late Timesheet Form in Excel.
    • The Late Timesheet Form is an Excel file and must be downloaded and completed on a PC computer. For Mac users, opening the document on a Mac changes the encryption required on the form and therefore will not be accepted by Payroll. Only record hours not approved in OnePort.
    • The only fields that should be handwritten after printing are the student employee’s signature and the supervisor’s signature and printed name. All other information should be typed in prior to printing.
    • To find your Job Number, navigate to the Employment tab on OnePort and click ‘Employment Main Menu.’ When your Employee Dashboard loads, click ‘Enter Time.’ Your Job Number will be listed to the right of your Job Title.
    • “Job Title, Job Number, Fund, Department”
  3. The student and the supervisor will sign the late timesheet.
  4. Submit your late timesheet to Payroll in Phillips 120.

Information and Resources for Supervisors

Everything a supervisor needs for student employment hiring will be done in the Student Employment Portal, including posting jobs, reviewing applicants, hiring students, ensuring required hiring documentation is complete, and confirming a student is approved to begin working. 

The Hiring Manager handles the administrative process to hire a student, including posting the job as well as initiating and completing Hire Requests. They are also responsible for ensuring all required hiring documents and steps are completed prior to a student beginning to work in that position. 

  • The Hiring Manager may or may not also be the supervisor.
  • Any Hiring Managers who are not Fund Managers must create an employer profile to access the Student Employment Portal.
  • The Hiring Manager is responsible for ensuring all required hiring documents and steps are completed prior to a student beginning to work in that position.
    • It is illegal for a student to begin working without completing their required state and federal hiring documents. A student is legally permitted to work when they have completed all legally required hiring documents, which includes an in-person meeting with Human Resources to provide the physical, original documentation required to establish identity and employment authorization as well as a physical Direct Deposit Enrollment & Change form submitted to Payroll.
    • It violates the Student Employment Policy for a student to begin working without completing the UNC Asheville Hiring Process. A student is permitted to work per the Student Employment Policy when they have formally accepted their on-campus position using the Accept/Decline button in the Student Employment Portal.

Hiring Managers/Supervisors must have an employer profile in order to access the Portal.

  • If you are a Fund Manager, your employer profile has already been created.
  • If you are not a fund manager, please submit a Profile Request Form.
  • When your profile is created, you will receive an email with additional information about the Portal for future reference.

If you are not a fund manager, please ensure you have submitted a Profile Request Form and received confirmation that your employer profile has been created. 

  1. Navigate to OnePort.
  2. In the menu, select “Employment.”
  3. Select “Student Employment.” 
  4. Under Faculty & Staff, click “Your (Supervisor & Fund Manager) Control Panel.”
  5. You are now on your Control Panel.

Directions for Reviewing and Approving Timesheets

  • Log into OnePort.
  • Click “Employment” in the menu on the left.
  • Choose “Timesheet (Temp/Student Employee).” 
  • The selection criteria should auto-select an “Approve” or “Acknowledge Time” choice. If it does not, choose that option from the list and press “Select.” 
  • The appropriate pay period automatically defaults to the current pay period. Double-check that the biweekly dates listed are accurate and click “Select.” 
  • Review the student employee’s entered hours for accuracy. If everything is correct, approve the timesheet. Do this for each student employee you supervise. If changes are needed, click the option to return the timesheet to the student employee for edits.

Contact Us 

UNC Asheville Career Center
Ramsey Library, Student Success Hub
One University Heights
Asheville, NC 28804
Office Hours: Monday – Friday, 9 a.m. – 5 p.m.
Phone: 828.251.6515
Email: career@unca.edu
Instagram: @uncacareer