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Hiring a Student Worker & Processing HR Paperwork

The Loyola HR/Payroll system is utilized to pay both undergraduate and graduate students who work for the university. All student workers are limited to 19.5 per week, and are paid hourly. The current minimum wage effective July 1, 2024 is $16.20 per hour.   

Student Worker Classification

  • In order for a student to be classified as a student worker, the student must be enrolled for the semester that the student is employed on-campus.
  • A student who was enrolled for the spring semester, and intends to enroll in the fall, may be eligible for summer student employment.

Paperwork
Below are detailed step-by-step instructions regarding the paperwork a department needs to process and submit to Human Resources for each student that is hired/re-hired. 

Step 1 - Submit an ePAF Form first, and always first. The department must submit an Electronic Personnel Action Form (ePAF) for all student worker employment actions including new hires, rehires, budget changes, including applying federal work-study funds, hourly salary changes and terminations. Information needed on the ePAF includes effective date of employment (includes training/orientation), position number, department name and hourly wage. Access to ePAF can be granted by submitting an ePAF request form. 

Step 2 - Is your student worker a new hire (first on-campus job ever)? The ePAF system will inform you if the student is already present in the HR/Payroll system. If ePAF says the student is present in the HR/Payroll system, a new hire packet via WorkBright should not be sent to the student. If the ePAF system says, “Person is not present in the HR/Payroll system,”  the department will need to send a new hire packet to the student electronically via WorkBright. 

  • Yes –Continue to Step 3 - New Hire Packet must be completed
  • No –Continue to Step 4 - Rehiring a Student Worker

Step 3 - Submit a new hire packet only if the student has never worked on campus before. Again, the ePAF system will inform you if the student is already present in the HR/Payroll system. If ePAF says the student is present in the HR/Payroll system, a new hire packet via WorkBright should not be sent to the student. If the ePAF system says, “Person is not present in the HR/Payroll system,” the department will need to send a new hire packet to the student electronically via WorkBright. WorkBright is an onboarding software and has replaced the paper/PDF new hire packet. If a hiring manager needs access to WorkBright, please contact Human Resources at hr-payroll-processing@luc.edu.  Students may not begin working until Human Resources has received the completed New Hire Packet, including the completed I-9 form.

Additional information and helpful resources regarding the information that is collected in the New Hire Packet are noted below:

  • The I-9 form is included in the New Hire Packet. Please review the Federal I-9 form resources webpage.
    • Every student worker must submit this form once and typically takes place with the student’s first on-campus job. Students may not begin working until Human Resources has received the completed I-9 form.
  • How to obtain a Social Security Card if you are an international student on a F-1 or J-1 visa?
    • Additional information regarding the process, including documentation needed in order to obtain a Social Security Card, is found on the International Student and Scholar Services webpage.
  • Nonresident Alien Tax Compliance

Step 4 - Rehiring a Student Worker (held an on-campus job before):  The department should confirm if any of the student's personal information like mailing address, tax withholding, direct deposit information, etc. needs to be updated with Human Resources. Change of address, federal tax withholding and direct deposit information can be updated by the student via the Employee Self-Service (ESS) Portal at https://ess.luc.edu/.

Step 5 - Human Resources Paperwork Processing Deadlines: All employment paperwork including ePAFs and completed New Hire Packets are due to Human Resources no later than the Wednesday prior to the end of the bi-weekly pay period. The payroll calendar can be viewed online.

Step 6 - Recording work hours to pay your Student Worker:  The student's department supervisor is ultimately responsible for ensuring that the hours students work are submitted and approved each pay period. Hours are submitted through KRONOS Timecard. KRONOS Timecards questions should be directed to Payroll at 312-915-7444 or payroll@luc.edu. Additional information and resources are listed below. If you have any questions, please contact Human Resources at hr-payroll-processing@luc.edu or 312-915-6175.

Hiring Manager Resources - Career Development Center

Career Development Center Manager Resources: https://luc.edu/career/studentemployment/managerresources/

Do Student Workers Accrue Paid Sick Leave and Paid Leave?

Effective July 1, 2024, hourly paid student workers are eligible for up to forty (40) hours (5 days) of paid sick leave and forty (40) hours (5 days) of paid leave to be used for any reason in a 12-month period. Accruals begin from an employee’s date of hire and employee's are eligible to use sick leave after they have completed their first thirty (30) days of employment.  Employee's are eligible to use paid leave after they have completed their first ninety (90) days of employment. 
A FAQ resource is available here to understand the Chicago Paid Leave and Paid Sick and Safe Leave Ordinance.

Federal Work Study (FWS)

For 24-25 Academic Year: 

  • Federal Work Study (FWS) is available to eligible student workers on August 11, 2024. FWS can be applied by submitting an Electronic Personnel Action Form (ePAF) to Human Resources for processing.  For the 24-25 academic year, eligible FWS students should be charged 75% to FWS 529325-5310 and 25% to your department. 
    • Please remember that the FWS position number starts with the 147XXXX and the NON FWS starts with 148XXXX.  Students and supervisors need to select the correct position number at all times.

FICA Tax Exemption

*FICA Tax Exemption - The student worker must be enrolled and attending classes on at a least half time basis, either in an undergraduate or graduate program of Loyola University Chicago, during the semester/quarter in which the work is being performed. More on the Student Employment FICA Exemption Policy can be found online.

Employee Self-Service Portal

  • You can update your Direct Deposit, Federal W-4 Withholding information, and change your address with Human Resources via the Employee Self-Service Portal (ESS) at https://ess.luc.edu/. Additionally, you can review your sick and paid leave balances in ESS.

Pay Calendar

Hourly paid student workers are paid bi-weekly.

Student Worker Resources

Resources for International Faculty, Staff, and Students

Record Hours Worked & View Paycheck Information

  • Do you need to enter your hours worked in order to receive wages? Yes, the KRONOS Timecards website is utilized to enter and track hours worked: KRONOS Timecards
  • Employee Self-Service is available to review your paycheck stub and W-2 information: https://ess.luc.edu/ 

The Loyola HR/Payroll system is utilized to pay both undergraduate and graduate students who work for the university. All student workers are limited to 19.5 per week, and are paid hourly. The current minimum wage effective July 1, 2024 is $16.20 per hour.   

Student Worker Classification

  • In order for a student to be classified as a student worker, the student must be enrolled for the semester that the student is employed on-campus.
  • A student who was enrolled for the spring semester, and intends to enroll in the fall, may be eligible for summer student employment.

Paperwork
Below are detailed step-by-step instructions regarding the paperwork a department needs to process and submit to Human Resources for each student that is hired/re-hired. 

Step 1 - Submit an ePAF Form first, and always first. The department must submit an Electronic Personnel Action Form (ePAF) for all student worker employment actions including new hires, rehires, budget changes, including applying federal work-study funds, hourly salary changes and terminations. Information needed on the ePAF includes effective date of employment (includes training/orientation), position number, department name and hourly wage. Access to ePAF can be granted by submitting an ePAF request form. 

Step 2 - Is your student worker a new hire (first on-campus job ever)? The ePAF system will inform you if the student is already present in the HR/Payroll system. If ePAF says the student is present in the HR/Payroll system, a new hire packet via WorkBright should not be sent to the student. If the ePAF system says, “Person is not present in the HR/Payroll system,”  the department will need to send a new hire packet to the student electronically via WorkBright. 

  • Yes –Continue to Step 3 - New Hire Packet must be completed
  • No –Continue to Step 4 - Rehiring a Student Worker

Step 3 - Submit a new hire packet only if the student has never worked on campus before. Again, the ePAF system will inform you if the student is already present in the HR/Payroll system. If ePAF says the student is present in the HR/Payroll system, a new hire packet via WorkBright should not be sent to the student. If the ePAF system says, “Person is not present in the HR/Payroll system,” the department will need to send a new hire packet to the student electronically via WorkBright. WorkBright is an onboarding software and has replaced the paper/PDF new hire packet. If a hiring manager needs access to WorkBright, please contact Human Resources at hr-payroll-processing@luc.edu.  Students may not begin working until Human Resources has received the completed New Hire Packet, including the completed I-9 form.

Additional information and helpful resources regarding the information that is collected in the New Hire Packet are noted below:

  • The I-9 form is included in the New Hire Packet. Please review the Federal I-9 form resources webpage.
    • Every student worker must submit this form once and typically takes place with the student’s first on-campus job. Students may not begin working until Human Resources has received the completed I-9 form.
  • How to obtain a Social Security Card if you are an international student on a F-1 or J-1 visa?
    • Additional information regarding the process, including documentation needed in order to obtain a Social Security Card, is found on the International Student and Scholar Services webpage.
  • Nonresident Alien Tax Compliance

Step 4 - Rehiring a Student Worker (held an on-campus job before):  The department should confirm if any of the student's personal information like mailing address, tax withholding, direct deposit information, etc. needs to be updated with Human Resources. Change of address, federal tax withholding and direct deposit information can be updated by the student via the Employee Self-Service (ESS) Portal at https://ess.luc.edu/.

Step 5 - Human Resources Paperwork Processing Deadlines: All employment paperwork including ePAFs and completed New Hire Packets are due to Human Resources no later than the Wednesday prior to the end of the bi-weekly pay period. The payroll calendar can be viewed online.

Step 6 - Recording work hours to pay your Student Worker:  The student's department supervisor is ultimately responsible for ensuring that the hours students work are submitted and approved each pay period. Hours are submitted through KRONOS Timecard. KRONOS Timecards questions should be directed to Payroll at 312-915-7444 or payroll@luc.edu. Additional information and resources are listed below. If you have any questions, please contact Human Resources at hr-payroll-processing@luc.edu or 312-915-6175.