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Student Employee Hiring Workflow & How to Hire


Student Employee Workflow [PDF]

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.

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.  

Tip Position number can be found in Web*Salary under the Fund/Orgn.  

Tip You can recruit for student positions through the SCDC.

Tip All grant-funded positions must have PI and GRANTS (Research) added to the routing prior to submitting for approval.

Tip Student appointments cannot cross fiscal years and will automatically end on June 30th. Students must be rehired annually.

Tip 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.

Tip I-9 must be verified in person. 

If the student employee is not a U.S. citizen or permanent resident, they are considered a foreign national and must be directed to the Tax Office and complete the International Student/Employee Notification Sheet.  Once completed, it should be submitted to Human Resources along with the student new employee paperwork.

To be entered into the Payroll system, all employees must have a social security number.  Foreign nationals must provide HR with a receipt of their social security number application prior to their first day of employment.  Keep in mind that the Social Security Administration (SSA) suggests that foreign nationals be present in the U.S. for at least ten consecutive days before applying for a social security number.  The typical wait time for receiving a social security card is 4 weeks from the date the application is submitted to SSA.  Once the card is received the employee must bring the original card to HR and the Tax Office.  Please contact your Talent Acquisition Consultant with any questions.

Completion of Form I-9

Drexel is required to complete a Form I-9 to document verification of the identity and employment authorization of all new employees.  U.S. Citizenship and Immigration Services requires each employee to complete Section 1 of Form I-9 by their first day of employment, but not before accepting a job offer.  Section 2 of Form I-9 must be completed by Drexel within three business days of the employee’s first day of employment.  To complete Section 2 specific documents that verify identity and employment authorization must be presented by the employee (Form I-9 and Instructions).  The documents must be the original and must be reviewed in-person in Human Resources.  Authorized representatives (e.g., Notary Public) may also complete Section 2 on behalf of Drexel for employees working in remote locations away from Drexel’s campuses.  For more information about completing Form I-9, please contact Monée Pressley in HR at or the relevant Talent Acquisition Consultant.

Reverification of Employment Authorization Using Form I-9

A reverification of employment authorization is required prior to the expiration date of the current authorization.  The Tax Office will send an email to the employee, with specific instructions, prior to the expiration of their current employment authorization.  Human Resources will send an email notification to the employee with the subject “Employment Authorization/Updating Form I-9.”  The email includes specific instructions for the employee to follow within two weeks from the date of the email.  For more information regarding the reverification process, please contact Eva Wilson in HR at

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

Tip 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.

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.