Hiring Student Employees in Workday

Overview

All student hiring must be completed in Workday through your "JM - Student [Your Name]" supervisory organization. If you need a new student sup org created or a hiring partner added to a student sup org, please use the Request Service button on the right.

If you will be out of the office or otherwise need assistance hiring students, you can also designate a student hiring partner - this person is someone who can ONLY assist with hiring the below student types but do not directly supervise students. To request a student hiring partner, please use the Request Service button on the right.

Types of Student Employment

• Student Employee: broad term referring to all types of student employment below
• Federal Work Study (FWS): Student Employee receiving Federal Work Study funding. Before hiring FWS students, in addition to requesting a supervisory organization as noted above, you must also reach out to Heather Murray in Financial Aid at hmurray@sju.edu to complete mandatory paperwork for the program as well as have the job description reviewed.
• Student Worker: Student Employee NOT receiving Federal Work Study funding (this includes students being paid via grant funding - see Step 9 in the Workday process and the attached document for further instructions about grant funding)
• Graduate Student Workers: Similar to a "Student Worker", this is a graduate student who does not receive any tuition benefit. They can be paid from any budget source that pays other student workers, including gifts/grants. 
• Graduate Assistant: Graduate student who is also receiving a tuition benefit. GAs must be paid by external sources (such as gifts/grants). Please follow the "Hiring Graduate Students in Workday" article linked in the Related Articles section.

Submitting Time in Workday

Student Workers, Graduate Student Workers, and FWS students must clock in and out of each shift. Graduate Assistants should log their time each week. For instructions on both of these processes, see the "Related Articles" at right.

All student employees must review and submit their time in Workday every two weeks by Friday at 5pm. Supervisors have until Monday at 12pm to approve all time so that these employees can be paid on time. If students report that they are unable to review and submit their time, you should first check to see if their onboarding process has been completed (see "Related Articles"), as there may be an outstanding I-9, which is required for students to continue working. If the I-9 is not completed within the first 3 days of employment, the student cannot work until this required federal form is completed.

Hiring Student Employees

First, Post your position(s) on Handshake, the Career Development Center's job posting website to collect resumes of student applicants.

Interview and extend the offer to your preferred candidate. It is important to let your student know that their ability to start working is contingent upon completion and submission of all required onboarding including the Form I-9 (which will require proper identification documents that must be brought in person to the Office of Human Resources).

ALL student employees, except for those noted in the first section, MUST be hired in Workday. After you finish the hire process in Workday, you are able to review where the hire process is in the approval workflow, including any comments. Please review the Related Articles section for more instructions on how to find this information.

Federal Work-Study Reminders:

• If you are hiring for a NEW Federal Work-Study position, you must complete a Position Description and a Supervisor Acknowledgement form, which will be emailed to you. If you have questions, please reach out to the Financial Aid office.
• Offices who have previously hired Federal Work-Study Students can refer to your previous position description for the approved rate of pay or contact the Financial Aid office for this information
• Be mindful of the budget when scheduling & permitting hours (maximum of 20 hours/week, 35/week during the summer only). If the Federal Work-Study funds are surpassed, your department will need to pay out of the department budget to have the student continue to work. As a supervisor, you are responsible for monitoring your student's hours and earnings.

Watch out for alerts!

When submitting items in Workday, you may get an error (in red), or an alert (in yellow), as pictured below. Red errors MUST be corrected before you can submit the task. Yellow alerts indicate a warning that something may be wrong, however you are able to continue with or re-submit the task and move on despite these alerts. In both cases, click on the error/alert banner to view more details before continuing with the process.

If you have questions or encounter issues in this process, submit a ticket.

Hiring Student Employees: Workday Process

1. In the Workday search bar, search for "Hire Student" and click on the report to open it and begin the process.
   • Workday tip: If you hire many students and/or continue to hire throughout the year, consider saving this task/report to your "Favorites" app or shortcut menu!
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2. A pop-up will appear. Enter the student's name or ID number and your "Supervisory Organization"
   • Your Supervisory Organization (sup org) must have "JM - Student" in the title, which indicates that this is specifically for student employees. The name of the sup org will also contain the name of the person who will be supervising the student.
   • If no student sup org is listed for the proper supervisor or if you need to add a hiring partner to assist with hiring your students, please submit a ticket to have one created.
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3. If the student has another position, you will see that information on the next screen (shown below). Students should not work over 20 hours per week across all positions except during the summer (the limit is 35 hours/week in the summer). Select "Add Job" to continue with the hire.
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   • If the student does not have another position, you will see a screen with the students name and ID number. Verify this is the correct student and click "Hire"
   • If you do not see a "Hire" or "Add Job" button on this screen, it is because the student is currently in the process of being hired by another department. Please check back in a few days to one week to see if this process has completed and you are able to add the next job. If you have any concerns about a student starting or being available for a particular position, please reach out to Human Resources.
4. Now you can enter the full details on the "Hire Student" page (updated in Workday as of July 2024).
   • Hire Date: The hire date should be the day the student starts work. Please make sure to provide enough time for all required review/approval in the Workday system prior to the scheduled start date.
   • Reason: If the student has ever had a student position at SJU before, make the "Reason: Re-hire". If this is their first student position, select the Reason as "New Hire"
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   • Position section:
     • Employee Type will always be "Student"
     • Location: search for and enter the location where the student will primarily be working. Remember that students must clock in and out, and this functionality is geo-fenced on the mobile app, so students can only clock in on the mobile app within 100ft of this location. For students who work throughout campus or remotely, either choose the office location or the appropriate general location ("Hawk Hill Philadelphia Side/Lower Merion Side" or "University City Main") and remind the students to use the web to clock in and out instead of the mobile app.
   • Job details section:
     • "Job Profile" - search in this field for the appropriate employee type. "Student Worker", "Graduate Student Worker", or "Work Study". 
       • It is critical that the job profile is accurate, as FWS students must receive financial aid approval and graduate students are allowed a different compensation band than undergraduate students. Errors in this field may result in delayed hiring, incorrect budget amounts being charged to your department, or other critical issues. 
       • You can type in the job profile you want and hit enter to search for the appropriate profile:
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     • Job Title: Change the "Job Title" to "Student Worker - [Dept Name]"
       • All job titles for students should be uniform according to the above template
       • No job title should contain "Work-Study" or "FWS". This indicates a student's financial aid status to colleagues throughout the University and is inappropriate.
       • Changing the job title will automatically change the "Business Title". Both titles should reflect your department.
     • Additional Job Classifications: to the Banner E-Class "ST - Student Employee" (for both undergraduate or graduate student workers) or "WS - Work Study Student"
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   • Working time section:
     • Time Type: Students are always part-time and hourly
     • Adjust the scheduled weekly hours (not to exceed 20 hours per week unless this is a summer-only position)
     • DO NOT change "Default Hours" - this must remain at 35.
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5. Click "Submit"
   • DO NOT enter ANY other items, such as "Benefits Service" or "Continuous Service" dates. These will pre-populate as needed. If the student has multiple jobs, still disregard these fields. 
   • You will be directed to a new window to open - the process is not yet completed. 
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6. Next, you will see another pop-up, prompting you to open an complete the "Propose Compensation Hire" task. Scroll to the "Hourly" section and click on the pencil icon to enter the hourly rate. Nothing else needs to be changed on this page.
   • You can view the current compensation range for student employees in the "Related Articles" section
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7. Click "Submit"
8. You will see a pop-up at the top of your screen confirming your submission and showing you the next step - "Change Organization Assignments". Click "Open" to continue.
   • Workday tip: Items that come to you in these pop-ups are also available in your inbox should you need to return to them at a later time. If you exit the process or lose track of this window, just navigate to your inbox to find this task!
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9. Enter your Cost Center information by typing it in starting with "CC" or using the search function. Once you have identified the correct cost center, click the check mark to save the information. No other information is required on this page. Click "Submit".
10. Next, you will be taken to a screen called "Assign Costing Allocation for Hire Employee" - please read these directions fully.
    • If you are hiring via a grant, gift, or program, you must attach the 033 form on this screen - please see the "Related Articles" for more information and screenshots on how to attach this form.
    • If you are NOT hiring via the above budget lines, you must "skip" this task, which you can do directly from the pop-up:
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      • If you do not skip the task from the pop-up, you can click on the gear icon in the top-left corner of the task to find the skip option:
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    • Workday will ask you to provide comments as to why the task was skipped - you can type in "N/A" and click "Submit".
11. You have now submitted the hire successfully!
    • Hires are routed first routed to the Cost Center Manager for approval and will then be sent through the rest of the approval process.
    • Human Resources reviews submitted hires for undergraduate and graduate student workers and Financial Aid reviews all Federal Work-Study Student hires.
    • You will receive an email and a Workday notification once the hire is approved.
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If you have questions or encounter issues in this process, submit a ticket.