Hiring Procedures for Student Employment at Duke

Instructions for On-Campus Employers

If the student has Federal Work-Study...

1. Decide whether the position will be monthly or biweekly (most undergraduate positions are biweekly).
2. Validate the position. Make sure the effective date is aligned with hire date and that Personnel Sub-areas are listed as "student."
3. Obtain the work study verification form from the student. This form is e-mailed to students before the start of classes unless the Financial Aid Office is still waiting for required information from the student.
4. Complete the Hire Form for all new employees and give it to the Duke Human Resource Information Center with the work study verification form.

   When a student is already set up on Duke's payroll, use a Cost Distribution Form via iForms to transfer them from one department to another.

Make sure that the work-study cost center listed on the verification form is used for 75% of student earnings, and that the department cost center is used for the other 25%.

Also make sure the General Ledger (G/L) account for both the work study and department cost centers is 6084 for undergraduates, 6085 for graduate bi-weekly student employees, 6087 for monthly graduate student employees, or 6088 for professional student employees.

5. Make sure the student does not work prior to work study authorization dates.

If the student has Duke Work-Study...

1. Decide whether the position will be monthly or biweekly (most undergraduate positions are biweekly).
2. Validate the position. Make sure the effective date is aligned with hire date and that Personnel Subareas are listed as "student."
3. Obtain the work study verification form from student. This form is e-mailed to students before the start of classes unless the Financial Aid Office is still waiting for required information from the student.
4. Complete the Hire Form for all new employees and give it to the Duke Human Resource Information Center with the work study verification form.

   When a student is already set up on Duke's payroll, use a Cost Distribution Form via iForms to transfer them from one department to another.

Make sure that the Duke work study cost center listed on verification form is used for 50% of student earnings, and that the department cost center is used for the other 50%.

Also make sure the General Ledger (G/L) account for both the work study and department cost centers is 6084. Only undergraduates receive Duke work Study.

5. Make sure the student does not work prior to work study authorization dates.

If the student does not have Work-Study...

1. Decide whether the position will be monthly or biweekly.
2. Validate the position. Make sure the effective date is aligned with hire date and that Personnel Subareas are listed as "student."
3. Complete the Hire Form and give it to the Duke Human Resource Information Center with the work study verification form. Make sure that the department cost center is used for 100% of student earnings.