Interviewing the Student
Hiring the Student
Student Payroll Information Form (SPIF)
Student Employment Hire Date
To confirm Federal Work Study for an
Time Sheet Protocol
Supervisor Required Forms
Templates are provided in the HR system for creating job
postings. Click here for the approved pay scale to ensure that you have the
job classification name in the title. Titles must start with either
Work Study or Student Employment. Every department has Federal Work
Study funds in their budget (51350). Some departments have NON-FWS
funds (51340). In the Minimum Requirements section
of the posting, include "Federal Work Study Award Required". If you
have NON-FWS funds, begin the title of the position with Student
To orient new students to the University, be sure to include a
Job Summary that gives an overview of your department name,
location, and scope of responsibilities. Include a contact email
address in the Job Summary. Students are encouraged to contact the
department to schedule an interview after they have completed the
application process which includes a cover letter and resume.
Students returning to the same job are not required to apply
Always use the phrase "per approved pay scale"
in the Pay Rate section. Click here for the Approved Pay Scale.
Submit the job posting to the JLD Coordinator for approval and
posting in a timely manner so that postings will appear to
applicants approximately 3 weeks before the start of the new
Students are advised to contact you to schedule an
To expedite the hiring process, you may conduct telephone
interviews prior to the start of the term. Students have been
instructed to prepare their class schedule and a proposed work
schedule for the interview. Students may not work during a
scheduled class time even if the class is canceled. Click here for Important Dates.
Complete a Student Payroll Information Form (SPIF) for each
student that you want to hire. Do NOT leave any blanks.
Submit the (SPIF) to the JLD Coordinator. Student employees are
required to submit a new W-4 Form and Direct Deposit Information.
An Email Notification of approval to begin work will be sent to the
A United States Social Security number is required for all
persons to be hired in the US. To apply for a Social Security
number, you must have a promise of a job.
The hiring supervisor will write a letter to Social Security
with the details of the job: Click Here for SSA Letter Sample.
The International Student Coordinator will write a
letter outlining your student visa status.
You will take both letters to the Social Security office with
your passport and I-20 to complete the application.
Bring the original Social Security card, Passport, and I-20 for
completion of the new hire documentation.
International students may not begin employment until the Social
Security Card has been received and documentation requirements have
The Award amount listed is "Estimated" for the
Academic Year. Ex: $3500 = $1750 for Fall '11; $1750 for Spring
'12. It is estimated status because the award may be reduced by the
Financial Aid Office when a student has a change in their financial
aid package. Although it is the student's responsibility to check
in eLion, it is advised that supervisors access Datatel monthly to
confirm the FWS award. Any earnings over the FWS award will be
charged to the department NON-FWS budget (51340).
If you offer a job to a NON-FWS student, attach documentation to
the SPIF that you have 51340 budget funding. The Financial Aid
Office does not have authorization to monitor or approve NON-FWS
funds. The student will not be approved to begin working without
proper documentation. International Student earnings are charged to
the 51340 budget.
Students returning to the Same Job do not
complete an online application; they will be required to complete
new hire paperwork.