Student Employee Hiring Workflow & How to Hire

Workflow

How to Hire

A student employee must be a full-time student and cannot work more than 20 hours per week. All Drexel University College of Medicine student positions are hired using an Authorization to Hire form.

If position is funded by a research grant, the PI needs to review and approve the Authorization to Hire.

Within 2 business days of Banner entry by HRIS, the employee is active and can now see job information in the Employees tab on DrexelOne. Hours worked can be submitted, if applicable.

For payroll information, please visit the Payroll Schedule on the Comptroller's website.

The Process	Actions and Tips
Department identifies student employee	After identifying the student employee, complete an Authorization to Hire form and submit to PI/Budget Administrator. Position number can be found in Web*Salary under the Fund/Orgn. You can recruit for student positions through the SCDC. All grant-funded positions must have PI and GRANTS (Research) added to the routing prior to submitting for approval. Student appointments cannot cross fiscal years and will automatically end on June 30^th. Students must be rehired annually. Students cannot hold student and temporary/co-op positions at the same time as they are taxed differently. If an Authorization to Hire is submitted, HRIS will notify the department of this issue.
Department requests that student complete new hire paperwork and submits to HR	If the student has not worked at DUCOM within the last year or is new to DUCOM, they will need to complete a new DUCOM Student and Work Study New Hire Packet [PDF]. Either prior to or within the first 3 days of employment at DUCOM, employees must present acceptable documentation of their identity as well as proof of US citizenship or alien status with authorization to work in the United States to Human Resources. Their employment will be contingent upon them meeting this requirement. Please see the list of acceptable I-9 documents [PDF]. I-9 must be verified in person. I-9 training can be provided by HR. For more information, please contact your TA Consultant. If a student is a foreign national they need to contact ISSS and complete the International Tax Form [PDF], which can be obtained from the Tax Office. Once completed, it should be submitted with their new hire paperwork to HR. In order to be entered into the Payroll system, all employees must have a social security number. International employees must provide Human Resources with a receipt of their social security number application prior to their first day of employment. Keep in mind that the Social Security Administration requires that non-citizens be present in the United States for at least ten consecutive days before they apply for their social security number. Once the social security number is received (typically approximately 4 weeks later), the employee must bring their documentation to the Human Resources and Tax Offices. Please contact your TA Consultant with any questions.
Department completes and submits Authorization to Hire to Department Budget Administrator and PI (if Research funded) for approval
Department Budget Admin and PI approves Authorization to Hire and sends it to Research for review and approval
Department Budget Admin or Research approves Authorization to Hire and sends to HR for approval	HR will check the Authorization to Hire for accuracy and approve or communicate within 2 business days with the department if there are any issues. If new hire paperwork has not been submitted to HR, the Authorization to Hire cannot be approved.
Authorization to Hire is approved by HR and submitted to HRIS for entry. Student is hired.