What is this form used for?

For hiring undergraduate and graduate students. This is not for full-time employees.

How to submit a Student Hire/Assignment request:

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DOWNLOAD & ATTACH THE STUDENT EMPLOYMENT REQUEST FORM TO YOUR TICKET.

1. Submit a Student Hire/Assignment ticket type to the EM Customer Service Portal (Jira) using the direct link above.
   Remember to
   1. Be sure you login using your EID email
   address YOUREID@eid
   1. address YOUREID@eid.utexas.edu
   . 
   1. 
      For more information on logging in go to
   EMSS
   1. EM Jira Service Management
   
   
   1. Summary: Enter a title of the request like a subject in an email. 
   2. Student name: Enter name of student.
   3. Student EID: Enter student's EID.
   4. Student Email Address: Enter student's current email address.
   5. Supervisor's Name: Enter name of student's supervisor.
   6. Supervisor's EID: Enter student's supervisor's EID.
   7. EMBS Department: Select from drop down menu.
   8. Start Date: Select student's start date from pop-up calendar.
   9. End Date: Select student's end date from pop-up calendar.
   10. Payrate: Enter student's hourly pay rate.
   11. Hours Scheduled: Enter scheduled work hours for the student.
   12. Does the student have additional assignments on campus?: Is this student a work study? Select yes, no, or not sure
   13. Is the student a graduate assistant?: Select yes or no
   14. Additional Comments/.
       1. If you are not sure, ask your student before submitting a request to us! This is imperative to note on the request form to ensure students assignments are being set up correctly in Workday. They have access to view their financial aid package and accept their awards each semester via CASH. 
       2. If you select yes, you must attach a copy of the students' work-study verification. 
   15. Notes: Enter any additional information related to student hire/assignment (international, multiple jobs, TRB needed, etc.)
   16. Attachment - YOU MUST SUBMIT A COMPLETED STUDENT HIRE SPREADSHEET.
   17. Click Send to submit request.
   18. Note: If not logged in, there will be an option to input your email at the bottom of the request.
   19. Click Send to submit request.

   How to complete the student employment spreadsheet?

   1. Follow the instructions on the first tab.
   2. See Position Guide tab for Job Profile information.
   3. For New Hire & Rehires - complete the New Hire & Rehire tab
      1. New Hires/Rehires must be submitted a minimum of two weeks prior to the planned start date.
   4. For Job Change and Terminations - complete the Job Change and Terminations tab
      1. On the left side (green), fill out the columns with relevant current student job details.
      2. On the right side (blue), fill out the column for the change needed to the current job details for each student. 
      3. Be sure to include effective date and justification.
   5. If you have both please complete both and note that both tabs are filled out in Jira notes. 

   What happens next?

   Check your email! You will receive an email notification confirming receipt of your request.

   • All requests received through the portal and via email will create a "ticket" used to track and send status reports.
   • Each ticket is assigned a number that identifies with the request.
   • Ticket numbers look like this: EMSS-####

   Note:  The EID email address used to access the EMSS EM Customer Service Portal will automatically send email notifications to the standard work "@austin.utexas.edu" email addressesaddress.

   What if I have a question or need to provide additional information to my request?

   There are two ways to contact Business ServicesFinance and Administration:

   1. Email Business Services at EMSS-Help@austinFinance and Administration at EM-Support@austin.utexas.edu

   • Find the email notification that you received when you submitted your request.
   • Reply back to that email, just like you would a regular email with your questions or request updates.
   • Attach any documentation that should be included with the request, if needed.

   If you're unable to find the email notification that you received when you submitted your request:

   • Create a new email to EMSSEM-Help@austinSupport@austin.utexas.edu. 
   • Include the ticket number if you remember it.
   • If you don't remember it, provide as much information about your original request so we can connect your requests.

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   This option is only available if you have an established and created customer portal account. Need an account? Email EMSSEM-Help@austinSupport@austin.utexas.edu.
   Remember to login using your EID email address YOUREID@eid.utexas.edu. 
   For more information on logging in go to EMSS Jira Service Management
   

   • Select Requests on the upper right part of your screen next to your profile photo

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   • Select Created by me

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   • From the drop down menu, select Any Status to show all requests sent via customer service portal

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   • Click on the ticket number under the Reference column to open ticket
   • From the ticket, you can view the Status and Activity of your ticket.
   • Scroll down to Add a Comment

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   • Begin typing in the comment box to open up additional options such as attaching a file or entering URLs
   • Questions or comments can also include links, attachments, and tables.
   • Click on the link icon to add a URL, the photo icon to upload a file, or the plus icon for additional options.

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   • Click SAVE to submit your inquiry to Business ServicesFinance and Administration.
   • Check your email!  You will receive a notification that your request has been received and will be followed up by a Business Services Finance and Administration agent soon.

   Need more assistance?

   Contact

   ...

   Finance and Administration atEM-Support@austin.utexas.edu