FAQs on Student Workers

Once you have decided to hire a new student worker, please follow the steps below:

• Contact Candice Brooks and provide the following information for each student worker:
  • Full name
  • WUSTL email address
  • Job Title
  • Desired start date for the new hire
  • Hourly pay rate (ONLY IF different than the standard rate for the position)
  • Work location (building, room number, and MSC if possible)
  • Cost Center and any additional worktags (if applicable):
    • If student will be paid from a specific faculty project, grant, gift, or non-carryforward/professional allowance fund, please include that account number along with the overarching cost center associated with the fund

• The process to hire new student workers can take 5-10 business days, depending on the time of year and volume of request, so please submit information in enough time to have student(s) hired in Workday BEFORE the first day they are expected to report to work
  • Students will receive notifications/emails from Workday on next steps once the new position has been set up; this is when they will need to submit necessary documents to HR to be processed for employment; students do not need to meet with Candice Brooks nor submit any employee documentation directly to her; everything will be requested by central HR via Workday
  • If a student already has other positions in Workday, the set up process is faster since central HR  already has all the needed documents required for employment

• If needing to create a new student worker position, please provide the following information:
  • Job Title
  • Hourly Pay Rate
  • Cost Center and any additional worktags (gift, grant, project, or non-carryforward fund)
  • Workspace (building, room number, and MSC if possible)
  • Name of supervisor student worker(s) will report to
  • Who is the position open to; undergrad students, grad students, or either

• Term dates:
  • Fall: August 15 – December 31
  • Spring: January 1 – May 15
  • Summer: May 15 – August 15

• Student workers can hold multiple positions across the campus at any time

• Student workers cannot work more than a combined 20 hours per week across ALL university positions
• Students are responsible for clocking in and clocking out using Workday for every shift; they can use the Workday app or log in using a web browse

• There is an automatic “mass submit” process that occurs in Workday every Sunday evening that will submit timesheets and route them to the appropriate supervisor’s Workday task list for approval, so students do not “submit” timesheets, they are just responsible for recording their hours in Workday

• If a student has multiple jobs, they will need to make sure they select the correct job position when clocking in and out
  • If a student has multiple positions, there will be a circle with two blue arrows next to the job title; they would click this icon to toggle between the different jobs

• If students need their time adjusted, for example, a student forgets to clock out after a shift, their supervisor can make adjustment to the student’s time in Workday by:
  • Pulling up the student’s record in Workday
  • Under the student’s picture and name, click the ACTIONS button
  • From the next menu, select ENTER TIME; on the next screen that pops up, click OK
  • The next screen will take you to the weekly calendar; the supervisor should be able to click through and select the week/day of the missing or incorrect time punch and make the necessary correction to the hours worked
    • Please be sure you are correcting the appropriate job position when entering time
  • Once finished making the correction(s), click the REVIEW button in the lower right corner of the screen
  • On the next screen, review the information and click SUBMIT; this will complete the correction and approve the time
  • **If having issues correcting timesheets, please reach out to Candice Brooks

• NEVER use the “Send Back” button. Students (and staff) cannot alter their own timesheets. Unfortunately the Send Back button is a standard Workday feature and cannot be disabled. However, clicking on the Send Back button will not send a timesheet back to a student, but it will propel the timesheet into Workday limbo.

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