Add Hourly Job – Graduate Students

overview

This tip sheet provides steps for hiring a Graduate student into an hourly paid Work Study or Non-Work Study job. You will use the Add Job transaction. Student employees are part of the Job Management staffing model. This means you do not need to create a position or job requisition prior to adding the job in PeopleSync.

roles & Approval chain

The Add Job transaction is initiated by the HR Analyst and routes to the HR Partner and then the Finance Executive for final review and approval. 

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

PREHIRE

locatE the student’s Record/student pool job

Before initiating the transaction HR should complete the following steps:

1. Search PeopleSync for the student record. 

  • Enter the N# or NetID in the Search field. Enter.
  • Click on the search category All of Workday on the left side menu.

If the record does not exist, contact PeopleLink. Do not proceed with the Add Job transaction until the student pool job has been created in PeopleSync.

2. Select the student record. Under the student’s name on the upper left you should see Graduate Employee Pool Job. You will see the following on the Summary tab.

Organization: New York University (Hamilton, Andrew D) >> New York University Student Pool (NYUStudent)
Job: Job # and Title. For example, 5678910 Graduate Employee Pool Job
Business Title: Graduate Employee Pool Job
Job Profile: STNT04 – Graduate Student

verify Local 2110 bue status

Next check if meets the SIS eligibility guidelines for Local 2110. (For complete overview of how bargaining unit eligibility is determined review the tip sheet Graduate Student Employees: An Overview of Bargaining Unit Eligibility)

  1. Click Personal on the left side menu. Click IDs tab.
  • Under the Other IDs section, locate the rows with SIS_GSOC_BUE. You should see three rows corresponding to Fall, Spring and Summer semesters.
  • A “Y” means yes, the student is eligible for Local 2110 for the semester indicated. Here is a sample record:
Other ID Type Description Identification # Issued Date Expiration Date
SIS_GSOC_BUE Spring Y 1/1/2020 5/31/2020
SIS_GSOC_BUE Summer N 6/1/2020 8/31/2020
SIS_GSOC_BUE Fall N 9/1/2020 12/31/2020

Important. If you do not see these custom ids it means the student attends a school/program that is not part of the bargaining unit. Stop here and refer to the tip sheet: Add Hourly Job – Undergraduate Students and Non-BUE Eligible Graduate Students.

Add Job

  1. In the employee record, click Actions ellipse  next name of the Student. Click Job Change > Add Additional Job.
  2. Enter the name or ID of the supervisory organization (sup org).
  3. Click OK.
  4. In the Effective Date field, enter in the start date of the job or click the calendar icon to select a date. You will enter in the End Employment Date in Step 17.
    • Note: Refer to the guidelines posted on the HRO Community blog for information on Local 2110 job/appointment dates. Job start and end dates must fall within an individual semester. If the job crosses multiple semesters, you will need to create more than one job. 
  5. In the Reason field click the menu icon and select Add Additional Titled Job.
  6. In the Employee Type field enter Fixed-Term.
  7. For the Job Profile enter in one of the following if the SIS_GSOC_BUE flag is Y for the semester:
    • STNT05 Graduate Student Federal Work Study
    • STNT06 Graduate Student Non Work Study – Note: If you are selecting a non-work study job profile and there is a work-study balance available, an alert will appear. (As this is a soft warning, you can still submit the transaction. This serves as a reminder to consider switching to a federal work study job profile.)
    • Important, If the SIS_GSOC_BUE flag is “N” for the semester OR you do not see any SIS_GSOC_BUE flags,  stop here and follow the steps in the tip sheet: Add Hourly Job – Undergraduate Students and Non BUE-Eligible Graduate Students
  8. In the Time Type field enter Part-Time.
  9. In the Location field select: Washington Square Campus or Brooklyn
  10. Select the Work Space for the student employee’s job. If the Work Space is not found or unknown, assign the appropriate building.
  11. The Pay Rate Type will default to Hourly. Do not modify this field.
  12. In the Scheduled Work Hours field, enter in 20 hours or less.
    • Hours for student employees cannot exceed 20 per week across all jobs.
    • Note: During J-Term a student may work for more than 20 hours. If this is the scenario, enter in 20 hours. See the Timesheet section for more details.
  13. Click the arrow next to Additional Details to display more fields.
  14. The Job and Business title default to match the job profile. You can change this as needed.
    • Note it is common to create a title that will help the student select the correct job when completing timesheets. For example, “Student Office Assistant – Spring 2020” or “Student Program Assistant, Law, Summer 20”.
  15. The Default Weekly Hours will default to 35. Do not modify this field.
  16. In Additional Job Classifications click the menu icon and select Student Hourly-STNT05/06. Choose one of the following:
    • Grader
    • None – Other than Grader/Tutor/RA
    • Research Assistant
    • Student Casual (1 Time < 3 hours)
    • Tutor
  17. In the End Employment Date field, enter in the end date of the job or click the calendar icon to select a date. Note: Refer to the guidelines posted on the HRO Community blog for information on Local 2110 job/appointment dates.
  18. Complete the comment field if needed.
  19. Click Submit.

You will now see a pop up which says: “Up Next: Change Organization Assignments“. Click Open.

change organization assignments

Organization Assignments contain every organization an employee or position is associated with, and default based on the supervisory organization of the position. The org. assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc.

  1. Review the following fields and make changes as needed:
    • Region. This refers to the check location and is a required field. Select a check location designated for students. 
    • Cost Center
    • Business Unit
    • Program
    • Fund
    • Project
    • Account – Enter in the account corresponding to the job profile:
      STNT05 – Graduate Student Federal Work Study SHARE-51218
      STNT06 – Graduate Student Non Work Study SHARE-51219
    • Compensation Type This should be Regular.
    • Time Sheet Approver. This is a required field.
    • Time Off Approver. This is a required field.
  2. Refer to the Change Organization Assignments tip sheet for more information.
  3. Click Submit.

You will now see a pop up which says: “Up Next: Propose Compensation Hire“. Click Open.

Propose compensation

Many of the fields in Propose Compensation are prepopulated and do not need to be modified. For an overview of all of the fields on this page, refer to the Propose Compensation tip sheet.

  1. In the Hourly section, click anywhere or click the pencil icon.
    • Edit the Amount field.
    • The rate must meet minimum rate per university policy for students and minimum rate for graduate students who are part of Local 2110.
    • Refer to the annual email sent by Wasserman that provides the rates or visit NYU Hiring Student Employees webpage for more information.
    • The Plan with default to Student Hourly.
    • Click the Check icon to save.
  2. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: HR Partner, Consolidated Approval by HR.

  1. The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to the How to Approve a Transaction tip sheet.
  1.  

After the transaction has completed

To Dos

The Initiator will receive a To-Do in their PeopleSync InBox: Notify Employee to Complete I-9 Form. 

email notification

Once the job is successfully completed, the student will receive a notification in the PeopleSync Inbox re: Important Information About Your New Job at NYU with reminders to complete onboarding tasks.

timesheet

Hourly paid Students are automatically assigned to the USA Biweekly pay group, therefore they will complete timesheets in order to be paid.

Once the job is successfully completed, the student will receive a notification in the PeopleSync Inbox re: Recording Time for Your New Job at NYU.

If a student is scheduled to work more than 20 hours (for example for a job which occurs during J-Term) the timesheet will accept hours over 20.

ADDITIONAL RESOURCES:

Last updated in August 2020