Preboarding Info: Student Employees
Student employees at the University of Montana complete a separate preboarding process from regular employees. This page covers the paperwork and employment eligibility steps required before a student employee can begin work, as well as the employment restrictions that apply to student positions.
Who This Applies To
Student Employees
This page applies to student employees and the departments and hiring managers who employ them.
Before a Student Employee Can Begin Work
Student employees must complete their new hire paperwork and I-9 employment eligibility verification with HRS before their first day of work. A student employee may not begin working until HRS has verified their eligibility and issued authorization.
Process
Hiring manager initiates the process
When a student employee is hired, the hiring manager completes the top section of the Hiring Notification Form and gives it to the student employee. The hiring manager should explain the I-9 requirement and show the student the section of the form listing the documents required to satisfy the I-9. The hiring manager instructs the student to bring the Hiring Notification Form and their original I-9 documents to HRS before their first day of employment. The hiring manager then submits the hiring form in EPAF.
Student employee visits HRS to complete paperwork and I-9
The student employee must come to HRS in the Emma Lommasson Center, Room 229 before their first day of work to complete their new hire paperwork and I-9 verification. They must bring:
- The completed Hiring Notification Form
- Original documents establishing identity and employment authorization as listed on Hiring Notification form (and page 2 of the Form I-9). Copies are not accepted.
If the student presents all required documents and their paperwork is satisfactory, HRS will issue an Authorization to Work form for the student to bring back to their hiring manager. The student may not begin work until the hiring manager receives the Authorization to Work form signed by HRS. If the student does not bring the required documents, HRS will advise on what is needed. If the required documents are presented on or before the start date, HRS will issue the Authorization to Work form. If the student does not present the Authorization to Work form to their hiring manager by the due date, the student may not begin work. No exceptions.
Large groups of student employees
If a department is hiring five or more student employees at the same time, contact HRS in advance to arrange a group paperwork and I-9 session. Contact HRS at askhr@umontana.edu or 406-243-6760 to schedule.
Rehired student employees
If a department is rehiring a student employee, email HRS with the employee's name and UM ID before restarting employment. HRS will verify whether existing paperwork is current or whether additional documentation is required. The hiring manager must still submit the hiring form in EPAF.
Student employees not in the Missoula area
If a student employee is not able to come to HRS in person, email HRS the completed Hiring Notification Form with the top section filled out by the department, along with the student's email address. HRS will contact the student directly with instructions for completing the I-9 and submitting required forms remotely.
Note: Student employees cannot work remotely outside of Montana.
Student Employment Restrictions
The following restrictions apply to all student employees at the University of Montana.
Work Hours
Maximum work hours differ for work study students and non-work study students.
Work Study student employees cannot work more than 19 hours per week while school is in session. During school breaks including winter break and summer when not enrolled, there is no hour restriction. Working more than 19 hours per week while school is in session is a violation of federal financial aid regulations and may affect student status.
Non-work study students cannot work more than an average of 29 hours per week; however, it is strongly recommended to not work student employees more than 19 hours per week.
Work Location
Student employees may only work within the state of Montana. Remote work outside of Montana is not permitted under any circumstances regardless of the nature of the position.
International Student Employees
International students on F-1 or J-1 visas have additional work authorization requirements. F-1 and J-1 student employees must present work authorization documentation to HRS in addition to the standard I-9 documents. Visit the Foreign National Employees page for more information on visa-specific documentation requirements.
Benefits Eligibility
Student employees are generally not eligible for University benefits such as health insurance and retirement plans. Contact HRS if you have questions about benefits eligibility for a specific student employment situation.
Resources and Forms
The following forms must be completed on or before an employee's first day and submitted to Human Resource Services, Lommasson 229. These forms are not completed in the U-Approve process.
Notes:
Frequently Asked Questions
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No. A student employee may not begin work under any circumstances until their I-9 is complete and HRS has issued an Authorization to Work form. No exceptions.
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Email HRS the completed Hiring Notification Form and the student's email address. HRS will contact the student with remote I-9 instructions. The student must still complete the process before beginning work.
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It depends on whether their existing paperwork is still current. Email HRS with the student's name and UM ID number and HRS will confirm what is needed before the rehire begins work.
Contact this Team
For questions, please submit a ticket through AskHR, email askhr@umontana.edu, or call 406-243-6760.