Work Study Employee Hiring Workflow & How to Hire

Workflow

How to Hire

Work study funds are awarded by Drexel's Financial Aid Department. Detailed information on hiring work study students can be found on the Financial Aid Department's Work Study page.

The Process	Actions and Tips
Submit an online job listing form to the Financial Aid department
Interview potential work study employees	Before scheduling an interview with a student, confirm with the Financial Aid Department that the student has received a work study award. See Interview Do's and Don'ts [PDF] for helpful tips.
Select work study employee	Go to DrexelOne and create an EPAF (Electronic Personnel Action Form) for the selected student. Work study appointments cannot cross fiscal years and automatically end on June 30. Work study employees must be rehired annually. To gain access to EPAFs, please complete the EPAF Access Request Form [PDF] and submit to HRIS: 3201 Arch St, Suite 430 or to hris@drexel.edu. For assistance with EPAFs, please consult the Work Study EPAF Guide [PDF]. You can check the status of your EPAF at any time in DrexelOne.
Department requests that student complete new hire paperwork and submits to HR	If the student has not worked at Drexel within the last year or is new to Drexel, 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 Drexel University, 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 [PDF]. I-9 must be verified in person. I-9 training can be provided by HR. For more information, please contact your TA Consultant.
Department completes and submits EPAF to Department Budget Administrator for approval
Department Budget Admin approves and EPAF is routed to Financial Aid for approval
Financial Aid approves EPAF and it is routed to HRIS for approval	HRIS will check the EPAF for accuracy and approve the EPAF or communicate within 2 business days with the department if there are any issues. You will receive an email confirmation when this action has been completed. If new hire paperwork has not been submitted to HR, the EPAF cannot be approved. You may request access to Hyperion reporting which will enable you to monitor the balance of funds remaining in the student's account.
Work study employee is hired	Within 2 business days of EPAF approval 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. Use the EPAF process in DrexelOne to notify SRC/Financial Aid and HR of department change, rate change, and termination. Federal Work Study job funds may be earned from July 1 through June 30 of each academic year. If a student's work study funds are exhausted during the fiscal year, overages will be charged to your departmental budget. Increases normally are not available. If paperwork is received after payroll deadlines, first paychecks will be received on the following pay date. If paperwork is not entered prior to start dates, paychecks will be delayed. For payroll information, please visit the Payroll Schedule on the Comptroller's website.