Human Resources

 

Hiring Resources

Interview Questions That will get you in Trouble

Onboarding Tasks

The following tasks are most commonly completed when you first join Vanderbilt University.

Add Direct Deposit

Submit W4 Information

This ensures the correct tax is withheld from your paycheck, helping you with the accurate filing of your tax return.

***Attention international students: your selections may depend on tax treaties with your country. Please review the information here and contact the International Tax Office to ensure your tax withholding is set up correctly.***

Add or Update your Home Address

  • A local or permanent address must be listed as your Home Address in Oracle to ensure accurate mailing of tax and other documents.
  • The address must be your personal address, NOT a VU Department mailbox.
  • Oracle Navigation = Me/Personal Information/Contact Info

Get your Vanderbilt University ID Card

Vanderbilt Card Services issues a physical ID, which is required for access to many campus buildings.

 

Compensation

Submitting a Timecard (if applicable)

  • Hourly employees are required to submit a timecard for each pay period, every two weeks. Pay periods begin on a Sunday and end on a Saturday.
  • Be sure to submit your timecard by the end of each pay period. You will not be paid unless your timecard is submitted by you and then approved by your manager in time for payroll.
  • Click here for a video tutorial on entering time
  • You may view copies of your previous paychecks in Oracle: Me/Pay/My Payslips.

Where's my W-2?

Find your W-2 and other info here.

Paid Time Off

Submit your PTO requests via Oracle. The request will be routed to your immediate supervisor for approval. You will receive an email receipt of the approval/rejection upon their action. Further policy questions can be found here. If you have further questions, please contact Gerilynn Pearce.

Payroll Calendar

Human Resources provides a monthly calendar to show when to expect your direct deposit.

 

Benefits

Open Enrollment for Insurance

Open enrollment for insurance is usually held in October or November for the following calendar year. Look for information from VU HR and your Ops team on when sign-up will take place.

Tuition Assistance

Eligible staff receive a 70 percent discount (47 percent for faculty) on coursework at Vanderbilt or 70 percent reimbursement at another accredited college or university for one three-hour course per semester, or three courses per academic year. More info can be found here. Here is the process for getting reimbursed:

  1. 1. Employee gets verbal approval from supervisor to take course.
  2. 2. Employee selects, enrolls, and pays for course.
  3. 3. Apply in EdAssist & upload an acceptable invoice.
  4. 4. EdAssist will notify supervisor for formal approval.
  5. 5. Employee receives benefit portion in next available paycheck.
  6. 6. Complete course. 
  7. 7. Upload proof of passing grand in EdAssist.
  8. 8. Process complete.

 

Professional Development

Full-time regular administrative and research staff employees who have been employed in the school at least 3 months and are not on a performance plan are eligible for $2500 each fiscal year for professional development activities. The full memo is here. Please contact Mary Margaret Sprinkle for more information.

  • Please email the Assistant Director for pre-approval of exepnses.
  • When submitting your expense report, use COA 150.05.15730.XXXX.000.500.000.ACA.0
  • Note in the main purpose field of the report that this is part of the VUSE Professional Development Program. 

 

For Supervisors

I want to hire someone

Submit this form to request a job posting.

I want to promote someone

Email Gerilynn Pearce to get this process started.

Performance Evaluations

You and your supervisor complete performance evaluations annually, usually in the spring. Your performance evaluation can affect increases in salary. Look for information from the Operations team timing of processing.

I want to host a non-VU student (undergrad or graduate student) from another university or school

  • The visitng student must be associated with another accredited university. These opportunites, whether paid or unpaid, share the following characteristics:
  • They are intended to be enriching educational or research experiences with a defined educational purpose;
  • They are designed to inform an individual about the nature of endeavors at the university and potential career paths;
  • They are time-limited and generally do not exceed one academic term.

Please see the Interns and Observers FAQ for more information, or contact Gerilynn Pearce with questions and processing. 

 

Immigration Help

How long does the H-1B process take, typically?

There are many steps that go into preparing an H-1B petition and, depending on the case, time, and year, processing times both internally and at USCIS will vary. The employee will need the H-1B approval notice to begin working. With premium processing, this can generally be done in 12 weeks. With regular processing, times vary, and you should contact OIS to determine the most likely start date.

What does the employee need to know about dependents with their H-1B?

In most cases, dependent family members in H-1 status are not authorized to work while in the U.S. and may not receive any U.S.-sourced income.

What are the costs for H-1B or Permanent Resident applications or extensions?

The department is responsible for all fees related to the status requested for the employee being sponsored. Dependent costs (spouse and children) are paid for by the sponsored employee. Please see the petition type fee scale for H-1B and Permanent Resident; contact Gerilynn Pearce with questions.

My incoming foreign visitor or postdoc needs a J-1 Visa

The process takes several months to obtain documentation and the visa, please contact Gerilynn Pearce for assistance.

Do current Vanderbilt students in F-1 status need to complete CPT?

No, if it is on-campus employment paid by Vanderbilt, CPT is not needed. Students in F-1 status are permitted to work on-campus as a benefit of their status with no additional authorization needed.