Paying Students
Please review the instructions for paying student employees, below:
- Paying the student & getting reimbursed
- Dates, hours, and rates
- Students with multiple jobs
- Students under age 18
- Exceeding the work study allocation
- Contacting the student's financial aid office
Paying the student & getting reimbursed
Students must be paid at least once a month for work performed.
After payment of students, the non-profit agency submits a reimbursement voucher to the Undergraduate Financial Aid Office. The Undergraduate Financial Aid Office completes the appropriate paperwork for both undergraduate and graduate students, and Duke's payroll services sends reimbursement to the non-profit agency.
The non-profit agency can only be reimbursed for the percentage of total earnings covered by work study funding.
- Federal Work Study: 90% reimbursement
- Duke Work Study: 50% reimbursement
Reimbursement requests for earnings in excess of the total work study earnings allocation will not be processed.
Dates, hours, and rates
- Dates
Work study allocations must fall within given dates. These dates vary between terms and school, and are provided on the Work Study Verification Form. The student's financial aid office provides this Work Study Verification Form to the student and the student provides it to the hiring department. All (100%) of student wages earned outside of the allocation dates will be deducted from the department's cost center.
Please note: All requests for reimbursements for work performed between July 1, 2010, and June 30, 2011, must be submitted to the Undergraduate Financial Aid Office by July 15, 2011. The Undergraduate Financial Aid Office processes these requests for all students, including graduate students.
- Hours
It is critical that a student's campus employment be a manageable part of his/her academic career, not an overwhelming experience. Please discuss with your student employees the number of hours they feel comfortable working given all other obligations of their time. We highly recommended that students not be required to work the maximum number of hours each week.
| Students | Enrollment Status | Max Weekly Hours |
|---|---|---|
| Undergraduates | Enrolled | 19.9 |
| Not enrolled* |
39.9 | |
| Graduates | Enrolled | 39.9 |
| Not enrolled* |
39.9 |
*Periods of non-enrollment include holiday vacations, spring break, and summer (if not enrolled in classes)
- Rates
The 2010-2011 rates for hourly student employees are as follows:
| Position Type | Minimum | Maximum |
|---|---|---|
| Student Assistant - General | $8.25/hr | $13.75/hr |
| Student Assistant - Specialized | $9.25/hr | $16.75/hr |
(Specialized examples include research assistances, advanced computer work, and technical work)
Students with multiple jobs
If a student wishes to hold multiple work study jobs, the two (or more) employers must first agree on how much of the student's allocation will be earned at each of their departments. This is accomplished by completing the Multiple Work Study Job Form and returning it to the student's financial aid office before placing the student on payroll.
Students under age 18
A student employee under age 18 must obtain a Youth Employment Certificate. This certificate must be completed and submitted with the other payroll documents before the student can be placed on payroll.Exceeding the work study allocation
The hiring agency is responsible for 100% of any earnings that exceed the student's work study allocation. Reimbursement requests for earnings in excess of the total work study earnings allocation will not be processed.
Contacting the student's financial aid office