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:

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.
   1. Be sure you login using your EID email address YOUREID@eid.utexas.edu
      For more information on logging in go to EM Jira Service Management
2. Department: Select from drop down menu.
3. Is this student a work study? Select yes, no, or not sure.
   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. 
4. Notes: Enter any additional information related to student hire/assignment (international, multiple jobs, TRB needed, etc.)
5. Attachment - YOU MUST SUBMIT A COMPLETED STUDENT HIRE SPREADSHEET.
6. 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 EM Customer Service Portal will automatically send email notifications to the standard "austin.utexas.edu" email address.

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

There are two ways to contact Finance and Administration:

1. Email Finance 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 EM-Support@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.

2. Login to the Customer Service Portal

This option is only available if you have an established and created customer portal account. Need an account? Email EM-Support@austin.utexas.edu.
Remember to login using your EID email address YOUREID@eid.utexas.edu. 

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

• Select Created by me

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

• 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

• 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.

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

Need more assistance?

Contact Finance and Administration at EM-Support@austin.utexas.edu