|STUDENT FINANCIAL SERVICES | OFFICE OF THE UNIVERSITY REGISTRAR | STUDENT EMPLOYMENT|
How Are Work-Study Jobs Created?
Guidelines for Work-Study Employment
Before setting up a work-study supervisor account with the University of Pennsylvania, please read the following to ensure that you are employing students for an eligible position.
Employment under work-study may involve public interest work, which is considered work performed for the national or community welfare. Work performed to benefit a particular interest, individual, or group is not permitted.
Work is NOT eligible for work-study if:
Federal Work-Study Community Service
Federal Work-Study students are encouraged to pursue employment that is community service related. Community service positions contribute to the improvement in the quality of life for area residents by helping solve particular problems related to their needs. Job categories that are considered community service include:
Student Employment Management System (SEMS)
A work-study student may only work for a supervisor who has a SEMS account and job listing. The Student Employment Management System (SEMS) is the method by which any full-time employee of a nonprofit organization or government agency can create a work-study job online. The supervisor is responsible for maintaining their work-study job listing, and should be the person responsible for the supervision of the student once hired.
A new off-campus employer who is interested in employing work-study students must first register a SEMS account through the Student Employment Office. Please contact the Off-Campus Work-Study Coordinator, Karen Holland at 215-573-9171 or send an e-mail. After the employer has successfully created the job, it is placed in a pending approval state, and an e-mail is automatically sent to Karen Holland for approval. Once approved, the work-study job is posted to the Student Employment Office website.
Off-Campus Work-Study Agreement
If the employer wishes to hire a student, then the employer must sign an Off-Campus Work-Study Agreement, which will obligate the employer to pay a matching share of the student's gross authorized earnings up to the maximum amount of the student's work-study award.
NOTE: The matching share rate for the academic year is 30% and 50% for the summer.
Online Job Appointment Form
Once the student is hired, the supervisor will use the Student Employment Management System (SEMS), to appoint a student online to a job number using the student's Penn ID number. An e-mail confirming the student's job appointment will be sent to the student, supervisor, and Karen Holland.
A new student employee may not begin working until all required documents are completed by the student: W-4 (Employee's Withholding Allowance Certificate) and online I-9 (Employment Eligibility Verification). The student must come to the Student Employment Office: 100 Franklin Building 3451 Walnut Street
NOTE: International students are NOT permitted to work off campus.
It is the supervisor's responsibility to familiarize the student employee with the organization's standards of behavior and to make sure the student receives proper training in order to accomplish the tasks assigned.
We recommend that the supervisor review the following topics with the student:
How Are Student Employees Paid?
Federal and University regulations require that weekly hours must be supported by a listing of clock hours worked for each work-study student. A student must sign in and out with the employer at the beginning and end of each work period.
All employers are required to use the University's Time Report Form. The weekly form must be signed by the supervisor and student.
If a supervisor fails to submit hours for a student before the pay period deadline, the supervisor must submit the hours nevertheless on the correct weekly Time Report Form. This should be the exemption, and not the rule.
A student cannot be paid for lunch, holidays, sick time, and other time off.
A supervisor is not permitted to catch up on hours previously worked but not submitted, nor can a supervisor enter more hours than a student worked in order to affect a higher wage rate for the student.
Time Report Forms are due in the Student Employment Office every Friday by 5:00pm. The forms may be faxed to 215-573-8974 or e-mailed to email@example.com. A student will be paid for these hours on the following Friday.
Frequently Asked Questions
How Many Jobs May A Student Have?
While it is preferred that a student have one job, we recognize the need for a student to work an adequate number of hours per week (within established limits) in order to cover expenses. A student's number one priority is academic achievement. Therefore, a student is limited to two jobs at any given time.
A student must have permission from their off-campus supervisor before seeking a second job. If approved for a second job, the supervisor must inform the Off-Campus Coordinator Karen Holland by email. The supervisor has the right to deny the student's request to work at a second job. The supervisor's decision is final.
How Many Hours Can A Student Work Per Week?
A student's primary responsibility is their academic achievement and work cannot be a priority.
When classes are in session, students (full-time or part-time) are not permitted to work more than a total of 20 hours per week.
When classes are officially not in session, students (full-time or part-time) are not permitted to work more than a total of 40 hours per week. A student is required to take an unpaid break or lunch of at least one-half hour after five consecutive hours of work.
Withdrawal/Leave of Absence
A student must be removed from the work-study payroll for the following reasons:
What is the Procedure for Changing or Leaving a Job
An employed student who intends to withdraw from the program, or who wishes to change jobs within the semester, must inform their supervisor. A student is expected to give at least one week's notice before leaving a position. This gives the organization the necessary time to find a replacement for the student, or to adjust the work schedules of remaining employees in order to offset the staffing shortage. Releasing a student from a job is done online by the supervisor. An e-mail confirming the student's release will be sent to the Off-Campus Coordinator, Karen Holland.
Withdrawal from the program will not jeopardize a student's chances of receiving work-study eligibility in future years.
What is the Attendance and Attire Policy?
It is the student's responsibility to report to work on time for every scheduled shift. If the student cannot work because of an illness, emergency, or will be late for work, the supervisor must be notified as early as possible before the shift begins. Potential conflicts should be discussed well in advance with the supervisor. Continued tardiness and failure to provide adequate prior notice of absence as determined by the supervisor are considered grounds for termination.
Requirements for attire are determined at the direction of the employing department.