Hiring a Student Worker
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NOTE: These processes will change after Workday goes live on July 1, 2019.
A federal work-study student is a student who is approved for a federal work-study award. The federal work-study program is a federally subsidized work program, which provides employment opportunity to undergraduate and graduate students. The program pays a portion of the student's pay wage, which provides a discount to the hiring department.
To Hire a Federal Work Study Student
A student worker is any undergraduate or graduate student not receiving federal or university work assistance. The employing department pays 100% of the student's wages.
To Hire a Student Worker
An international student worker is a foreign student who is approved for an international work-study award. The international work-study program is a University subsidized work program, which provides employment opportunity to eligible international undergraduate students. The program pays a portion of the students pay rate, which provides a discount to the hiring department.
To Hire an International Work Study Student
Complete the SEMS Supervisor Approval Process
Post job description on SEMS Student Employment Page
Inform business administrator to have job approved
Penn Global also provides additional information on hiring international students and scholars. Feel free to contact Penn Global, if you have further questions or need clarification on hiring procedure for foreign workers.
Once a student worker has been hired
All offers of employment must be confirmed in writing using a standard format. An offer letter should be sent to both new hires and rehires. A copy should be forwarded to the payroll administrator via email or intramural mail. Click here to view a sample offer letter for a student worker and for a work-study student.
Inquire if the student has worked for the University within the last two years. If the student has worked for the university within the last two years, have the student complete an Employee Information Form and forward it to the department's Payroll Administrator.
If the student has not worked for the university, have the student complete the following information and send the original forms and a signed offer letter or Student Employment Form for work study students to the department's Payroll Administrator.
Additional paperwork required for International Student
If the new hire is a non-work-study student worker, inform your payroll administrator of the new hire by e-mail and include the following information:
Name of hire
NEW The individual who reviews the Social Security card should complete and submit a “Verification of Social Security Card” found on the Human Resources website (Click Here).
Start date and End date of position
Type of hire (Federal Student Worker, Student Worker, or Temp.)
If new hire is new to the university or has worked for the university previously.