Hiring a Student Employee
Student employment is processed through Workday. Simmons faculty and staff seeking to hire a student for on-campus student employment will use Workday to create job requisitions, hire students, and approve timecards.
As a Simmons employee, you are already active in Workday. Please click here to login. You will need manager access to hire students as direct reports. To gain this type of access, please email [email protected]
Please review the following Job Aids for additional information on creating job requisitions and the recruiting process:
Students will apply for jobs in Workday using their Career worklet. Once a student has been selected to fill an open on-campus position, you will need to initiate the offer in Workday. For instructions on how to do so, please see the job aid above.
Please note: The Hire Date is the date that your student employee will begin work. You will enter this information on the Offer step in Workday, which is then sent to Student Employment to process the hire. Please note that the hire date must be at least 3 to 5 days in the future to allow time for processing and for the student to complete onboarding. Hire dates must be future dated and cannot be backdated.
In order to hire a Work Study position, you must first confirm that the student has been awarded Federal Work Study as part of their financial aid package for the year.
Once you complete the “Ready for Hire” task via Workday, the hire process will be sent to the Student Employment Administrator to complete the hire. Student employees who have not previously worked for Simmons will receive an email from Workday to login and complete part 1 of onboarding. The onboarding process is initiated after the student has been hired into Workday. This will include electronic completion of Section 1 of the Form I-9. They will then need to schedule an appointment with the Student Employment Office (MCB W-103) to present identification required to Complete Section 2 the I-9. To view the List of Acceptable Documents, click here.
It is against federal law to begin employment without completing a Form I-9, which verifies an employee’s eligibility to work in the United States. Please keep this in mind when you discuss the hire date with your student employee.
Student employees will not be eligible to begin working until they have completed their Form I-9 with the Student Employment Office.
The onboarding process will require the student to enter their direct deposit and tax information into Workday in order to get paid. Once the student has completed their onboarding in Workday, they are all set to work. They will enter their hours into Workday and you will approve the hours in Workday.
If the student is already active in Workday, they are all set to work once their hire is processed by the Student Employment Office. This new position will be listed as an additional job on their profile.Ending Employment: Please email [email protected] when your student employee is ending their position so it can be processed in Workday.
Payroll
Students employees are paid bi-weekly. Supervisors and Timekeepers must approve all time entries in Workday in order for the hours to be included in payroll. All time entries must be approved before 5:00pm on Monday in order to be including in the upcoming pay date. A copy of the pay schedule can be found on the Simmons Payroll site.
Simmons policy prohibits student employees from working more than 20 hours per week total (including all on-campus and work-study jobs) while school is in session (Fall & Spring Semester). Please note: All students are required to take at least a thirty-minute break after every six hours of work.
Off Campus Employers
If you are interested in hiring a Simmons Work Study student at your organization you will first need to contact [email protected] with your organization’s information, a copy of the proposed job description, and a copy of your ST-2 form to confirm your organization’s not-for-profit status. Once you have been approved, your student supervisor account will be created in Workday. We will then help you create a job requisition for your position to post to the student career sites.
Once you have interviewed and identified a student that you intend to hire, please contact [email protected] for processing. A Work Study Contract will need to be completed before the student can be hired into Workday and begin working. If the student employee has not worked previously for Simmons, they will need to complete their onboarding, including the Form I-9 before they are eligible to begin working (see instructions above). If the student is currently an active student employee in Workday, they will be able to begin working once their hire is processed. Please refer to the Payroll section for information on approving time for student workers.