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Work Study Employee Hiring Workflow & How to Hire

Workflow

Work Study Employee Workflow [PDF]

How to Hire

Work study funds are awarded by Drexel Central.  Detailed information on hiring work study students can be found on the Drexel Central page

The Process

Actions and Tips 

Submit an online job listing form to Drexel Central
Interview potential work study employees

Tip Before scheduling an interview with a student, confirm with the Drexel Central that the student has received a work study award.

Tip 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. 

Tip 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].

Tip 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 Drexel 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.

Tip I-9 must be verified in person. 

 

Department completes and submits EPAF to Department Head/Department Budget Administrator for approval

 

 

Department Head/Department Budget Admin approves and EPAF is routed to Drexel Central for approval
Drexel Central 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.

Tip If new hire paperwork has not been submitted to HR, the EPAF cannot be approved.

Tip 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.

Tip Use the EPAF process in DrexelOne to notify SRC/Financial Aid and HR of department change, rate change, and termination.

Tip 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. 

Tip 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.