Hiring Student Assistants, Temporary Workers, Adjunct Lectures, and Graduate Assistants FAQ

Hiring Student Assistants, Graduate Assistants and Temporaries through the Business Ops Portal - Frequently Asked Questions

Hiring Department

Q. Can I use this process to hire a Federal Work Study Student?
A. Yes, the student will need to bring their appropriate IDs to Business Operations in order to complete their verification to work (I-9).

Q. Do I have to supply a position control number (PCN) to hire a student, temp or graduate student?
A. No, if you do not have a PCN number, Business Operations will identify or create one for you.

Q. Do I use this process to add a concurrent job to an existing employee?
A. No, not at this time. This hiring process is for new or returning employees who are not currently on payroll. If you are adding a concurrent job, please complete a JDC in peoplesoft to add the additional job.

Q. Do I need to do a position authorization request (PAR) or job data change (JDC) to hire a student assistant, temporary or graduate assistant?
A. No. The new hiring process eliminates the need for job data change action and Business Operations will update or create positions as needed, in consultation with the hiring department.

Q. How will I know if a Criminal Background Check (CBC) was needed?
A. Business Operations will verify if a CBC is needed. The need for a CBC will be reflected on the ready to work e-mail received by the department submitter.

Q. How will I know when I can start the new employee?
A. The submitter, supervisor and new employee will receive an e-mail confirmation when the new
employee is confirmed to begin work.

Q. How will I track the progress of my request?
A. The submitter can log onto the portal and track the request to hire. Workflow will show which steps are complete and which steps remain to be completed. Business Operations will follow up with pending hires to encourage the completion of necessary steps.

Q. Will there be something that serves as my “receipt” for reconciliation purposes?
A. Yes, the confirmation to hire e-mail contains all the details regarding the hire for reconciliation.

Q. Who is responsible for checking budget availability?
A. The hiring department has budget authority and is responsible for monitoring budget availability and expenses.

Q. Do I need to know my funding source for Federal Work Study (FWS) students?
A. No, Federal Work Study positions are funded centrally. A WSAN is required to confirm the student allocation.

Q. Where are I-9 verifications done?
A. I-9's can be completed in either Business Ops locations by appointment only, Monday thru Friday. At Belknap we are located in MITC LL02B 8am to 4:30pm, or at HSC in room 105 of Kornhauser Library 8am to 4:30pm.

Q. What if I accidentally submitted an error or duplicated a new hire request?
A. Business Operations is here to help you and can be reached at 502-852-7549 or via email at
businessops@louisville.edu.

Q. If I am having any other troubles, who do I contact?
A. Business Operations will gladly help and can be reached at 502-852-7549 or businessops@louisville.edu.  You may also visit Business Operations in MITC 02, 8:00 a.m – 4:30pm., Monday through Friday or at our off on HSC in room 105 of Kornhauser Library 8am to 4:30pm.

Prospective Employee

Q. Can I start the hire process, leave the site and return where I left off?
A. You are able to re-enter the portal but the information will not be saved until the full data request has been completed.

Q. Do I have to present identification to Business Operations in person?
A. Yes, the Federal Government mandates Employment Verifications (I-9) be done in person with valid identification. Identification documents must be in original form; we can not accept a photocopy, scan or picture of your documents.

Q. Can I use my phone to fill in my information?
A. Yes, the website is mobile-enabled.

Q. Where are I-9 verifications done?
A. I-9's can be completed in either Business Ops locations by appointment only, Monday thru Friday. At Belknap we are located in MITC LL02B 8 am to 4:30 pm, or at HSC in room 105 of Kornhauser Library 8 am to 4:30 pm.

Q. If I am having any other troubles, who do I contact?
A. Business Operations will gladly help and can be reached at 502-852-7549 or businessops@louisville.edu.