Why isn't my student employee or work-study in the system yet?
Your student may not be in the system yet for one of the following reasons:
- HRIS has not yet received the EPAF to hire the student. Check the routing queue of your EPAF to see what level of approval the EPAF is waiting on.
- The student is a new hire and hasn't submitted a New Hire packet to Human Resources. HR will contact the student directly about their onboarding, providing the New Hire packet, at which point the student should complete and submit it to the HR office.
- Please note: Students are not permitted to work until all onboarding requirements (successful completion and submission of the form I-9 and new hire paperwork) are completed with Human Resources.
My student employee or work-study student's start date changed. What do I do?
You must fill out a Personnel Action Form (PAF) stating the new start date. The PAF must receive approvals from your Department's Budget Administrator as well as Financial Aid. Once the PAF has the appropriate approval signatures, it will be sent to HRIS, who will then enter the new start date into Banner.
My student employee or work-study student started working before he or she was put in the system. How do I arrange for the student to be paid for that time?
My student's work-study funds ran out, but I want to hire the student as a regular student employee. What do I do?
- Submit a termination EPAF in DrexelOne for the work study position.
- Submit an EPAF in DrexelOne to hire the student as a bi-weekly Student Employee. For more information on filling out PAFs, visit our Personal Action Forms page.
I submitted an EPAF for a student employee or work-study student and the student never worked. Do I have to terminate the student?
Yes. You must submit a Work Study Termination EPAF if your work-study student never worked.
My student employee is starting his/her Drexel Co-op. Does this student need to be terminated?
It depends.
- Students on Co-op with an employer that is not Drexel University / Academy of Natural Sciences are permitted to hold student employment positions, with the exception of Federal Work Study positions, during this period and may work up to 20 hours per week.
- Students on Co-op with Drexel University / Academy of Natural Sciences as their paid employer are not permitted to hold student employment positions during this period. Per IRS guidance, the internal Co-op position puts the student in a “service relationship” to the University, thereby making the student ineligible for the FICA tax exemption provided for student employment positions. HRIS will notify the department if a student employee needs to be terminated in order to hold a paid internal Co-op position.
My work-study student is starting his/her Drexel Co-op. Does this student need to be terminated?
Yes. A student cannot work as a work study during his or her co-op period. Please submit a termination EPAF to terminate your student. Once the student is finished with the co-op cycle, you can rehire the student by submitting a new EPAF.