Off-Campus Work-Study

& On-Campus Employers

Go to Workday Approve Timesheets

Overview

HIRING DATES

Fall 2024: September 1 – December 28*

Spring 2025: December 29 – May 3

Summer 1 2025: May 4 – June 28

Summer 2 2025: June 29 – August 30

*Last working date for fall graduating students is 12/14/24.

We are your resource for all paid on-campus student employment and Off-Campus Work-Study placements.

Students can be recruited, hired, and paid through Workday. Our staff is happy to assist you in navigating Workday.

Alternatively, if you would like to delegate your hiring process, or are looking for a low-cost alternative to external temping agencies, consider the NU Student Temps program. For a small fee, the NU Student Temps staff recruits, screens, and hires candidates for you.

If you’re looking for resources for employing recent grads, Non-Work-Study co-ops, or unpaid interns, contact Northeastern Employer Engagement & Career Design.

Advertise Your Open Position on Workday

1. Request JM Access (job management access) in Workday if you haven’t already

2. Go to Workday and search Create Job Requisition

3. Complete the job requisition form in Workday

Once you have created your job requisition, you can use it to hire a student.

Hire a Student

For On-Campus Work-Study

When you fill in the requisition form, please notice:

You must select a Work-Study profile/pay level in the job profile field.
Please use two separate requisitions for Work-Study and Non-Work-Study hires if you need them.
Your job requisition and related hires must reflect the start and end dates of one semester because Work-Study funding is awarded semester-by-semester.
You will need to create a new job requisition and hire your Work-Study students each semester.
You must designate the Work-Study fund as the job’s index and home organization. Follow these steps:

1. Click on the index box.

2. Type Work-Study, and press the enter key.

3. Please select the appropriate year fund from the drop-down menu.

To add the home organization:

1. Click on the home organization box.

2. Type Work-Study, and press the enter key.

3. The correct home organization will automatically populate.

Off-Campus Work-Study Employment

Northeastern University partners with non-profit organizations and government agencies that hire Northeastern work-study students for both part-time and work-study funded full-time co-op positions.

Although work-study is a part of the student’s financial aid package, the terms of the work-study funds allocated to the University require that these contracts be established for off-campus use.

To become an off-campus work-study employer with Northeastern, you must establish a contract and be granted access to the student hiring system (Workday). Each contract has terms of reimbursement that require the employer to be accountable for a portion of the student’s wages.

Please submit the following forms to our Inquiry Form and select affilation External Organization or Institution if you would like to establish a contract.

Work-Study Contract Application Form
Copy of the I.R.S. Form 501 (c) (3)
Description of the agency
Description of the position(s) to be filled by the work-study student(s)
Copy of the completed application form

Reimbursement

Off-campus work-study agencies are billed monthly for the previous month (i.e. work completed in January will be billed in February). The student will be paid 100% of their wages every week, and agencies are then billed the following month based on the reimbursement percentage established within the contract.

Employers are required to reimburse Northeastern University. This includes 2.37% of Student’s Wages for workman’s compensation.

Community Service Based	Student’s Wages × (10% + 2.37%)
Non Community Service Based	Student’s Wages × (25% + 2.37%)

Calculate Example (Non Community Service Based)
- Wage: $570 ($14.25/hr, 10 hrs/week, 4 weeks/mo)
- Reimbursement = $570 × 27.37% = $156.01

Responsibilities

Negotiating hourly wage with student employees. Our office does not require off-campus agencies to pay students a certain amount.
Making sure students are being paid at least minimum wage and that the wage the student is making is appropriate based on the work the student is doing.
Providing a safe work environment.
Approving weekly timesheets submitted by students.
Reimbursing Northeastern based on monthly invoice amounts.

Processing student Form I-9 and other work authorization documents.
Finalizing the contract process and establishing the agency as an off-campus work-study employer on the Student Employment site.
Helping train and onboard off-campus employers to the Student Employment site.
Processing of weekly payroll and payment of student weekly wages.
Processing bills for agency reimbursement.

Pre-Hire Paperwork

Students must complete their pre-hire paperwork once they have received a job offer and before the first day of work.

1. Students need to complete I-9 Section 1 in Workday.

2. After Section 1 is completed, students must present Supporting Documents at the Office of Student Employment to complete Section 2 of the I-9.

3. I-9 Section 2 takes 3 business days to process.

4. Once section 2 has been processed, you will be able to submit a hire request in Workday for the student employee. Students are not allowed to start work until the hire request has been approved by our office.

Do you have questions regarding the Form I-9?

For International Student Employees

If the student doesn’t already have an SSN, they will need to follow the steps below.

1. Submit On-Campus Employment Authorization Request.

2. Please allow 15 business days for OGS to review. The authorization letter will be sent to your Northeastern email address.

3. Prepare supporting documents (On-Campus Employment Authorization, I-20, I-94, Passport, Visa, SSN Application)

4. Visit your nearest Social Security Administration Office to present the supporting documents.

5. Once you receive an application receipt, please visit the Student Employment Office at 375 Richards Hall to complete Section 2 of I-9.

6. Once you receive the SSN, email seoi9help@northeastern.edu to update your I-9 with your SSN information.

Learn more about Social Security Number (SSN)

Learn more about the I-9 process for J1 / F1 students

Confidentiality Agreement

Any student who may have access to confidential information should complete a Confidentiality Agreement.

Forms for On-Campus Co-op / Co-op Work-Study

Complete the following forms two weeks before the employment start date. These forms may need to be filled by student employees and their supervisors.

Submit Co-op Job Description Form to SEO (for new or unclassified Co-op positions on campus)
Submit Co-op Placement Sheet to Clare Mansfield
FY25 Co-op Rates

Payment for Students

1. Students should Enroll in Direct Deposit (All on-campus student employees and all off-campus work-study student employees are required)

2. Paychecks will be deposited into the account

3. The student should Submit Working Timesheet each week before Sunday at 10:00 a.m. on Workday.

4. Supervisors are responsible for reviewing, approving, and forwarding the timesheets by every Monday at 10:00 a.m

5. Students will be paid on a bi-weekly schedule

Approve Timesheets

Payments for On-Campus Part-Time Jobs

Pay Type	Hourly
Maximum Hours	20 Hours Per Week (40 hours during official university break)
Hourly Wage	Depending on experience and position, at least the state minimum wage or above

Payments for Co-op Work-Study

Unlike other forms of financial aid, Co-op Work-Study is not applied as a credit to student accounts.

Pay Type	Hourly
Hourly Wage	Depending on experience and position, at least the state minimum wage or above and follow the co-op rates.
Maximum Payment	Hourly Wage × Hours Per Week × Working Weeks (refer to the start/end dates on the sheet) Students are awarded the amount of funding needed to cover their wages for the full co-op cycle depending on the hire details submitted on their co-op placement sheet.
Hours Per Week	Typically 35 - 40 Hour/Week

Compliant Policies

Wages

Student employees must be compensated for their work in accordance with the minimum wage laws and pay ranges of their campus location.

Massachusetts, U.S.

Portland, Maine, U.S.

Seattle, Washington, U.S.

Oakland, California, U.S.

Silicon Valley, California, U.S.

Canada

MA Payment of Wages Law

The Massachusetts Payment of Wages Law indicates:

All hourly employees must be paid at least weekly or biweekly.
All employees must be paid within six days of the end of the pay period.
If an employee resigns, they must be paid for all hours worked on the next regular payday following the end of employment. If an employee is discharged, they must be paid all wages owed on the day of termination.

Student Work Hours

Students may not work more than 20 hours per week while classes are in session. During university break periods, students may work up to 40 hours per week. Read more...
Student workers may not work during their scheduled class times.
Massachusetts state law requires that an unpaid break of at least 30 minutes be taken after six consecutive hours of work.

Equal Opportunity Employment

The university is committed to providing a living, learning, and working environment free of discrimination and harassment. This policy applies to all members of the university community when acting on behalf of the university, whether on or off campus, as well as to contractors, parents, and visitors when they are on university property.

Reasonable Accommodation

Northeastern University (the university) recognizes that individuals may be entitled to reasonable accommodation in respect of a legally protected characteristic to participate in employment.

Pregnancy & Pregnancy-Related Conditions

The university recognizes that employees who are pregnant or have a condition related to pregnancy may need a reasonable accommodation to have equally effective opportunities to participate in employment.

Terminating Students

If you are considering terminating a student employee for poor performance or misconduct, please consult the guide.

For any additional questions or concerns, please contact Lawrencia Raynor, Director of Student Employment, or Clare Mansfield, Associate Director of Student Employment.

Guides for Employment

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Meeting With Us

If you have more questions or concerns, we are welcome to setup an online meeting with you.

Request a Meeting

Off-Campus Work-Study

& On-Campus Employers

Contents

Overview

HIRING DATES

We are your resource for all paid on-campus student employment and Off-Campus Work-Study placements.

Students can be recruited, hired, and paid through Workday. Our staff is happy to assist you in navigating Workday.

Alternatively, if you would like to delegate your hiring process, or are looking for a low-cost alternative to external temping agencies, consider the NU Student Temps program. For a small fee, the NU Student Temps staff recruits, screens, and hires candidates for you.

If you’re looking for resources for employing recent grads, Non-Work-Study co-ops, or unpaid interns, contact Northeastern Employer Engagement & Career Design.

Advertise Your Open Position on Workday

1. Request JM Access (job management access) in Workday if you haven’t already

2. Go to Workday and search Create Job Requisition

3. Complete the job requisition form in Workday

Once you have created your job requisition, you can use it to hire a student.

For On-Campus Work-Study

When you fill in the requisition form, please notice:

You must select a Work-Study profile/pay level in the job profile field.

Please use two separate requisitions for Work-Study and Non-Work-Study hires if you need them.

Your job requisition and related hires must reflect the start and end dates of one semester because Work-Study funding is awarded semester-by-semester.

You will need to create a new job requisition and hire your Work-Study students each semester.

You must designate the Work-Study fund as the job’s index and home organization. Follow these steps:

1. Click on the index box.

2. Type Work-Study, and press the enter key.

3. Please select the appropriate year fund from the drop-down menu.

To add the home organization:

1. Click on the home organization box.

2. Type Work-Study, and press the enter key.

3. The correct home organization will automatically populate.

Off-Campus Work-Study Employment

Northeastern University partners with non-profit organizations and government agencies that hire Northeastern work-study students for both part-time and work-study funded full-time co-op positions.

Although work-study is a part of the student’s financial aid package, the terms of the work-study funds allocated to the University require that these contracts be established for off-campus use.

To become an off-campus work-study employer with Northeastern, you must establish a contract and be granted access to the student hiring system (Workday). Each contract has terms of reimbursement that require the employer to be accountable for a portion of the student’s wages.

Please submit the following forms to our Inquiry Form and select affilation External Organization or Institution if you would like to establish a contract.

Copy of the I.R.S. Form 501 (c) (3)

Description of the agency

Description of the position(s) to be filled by the work-study student(s)

Copy of the completed application form

Reimbursement

Employers are required to reimburse Northeastern University. This includes 2.37% of Student’s Wages for workman’s compensation.

Community Service Based

Student’s Wages × (10% + 2.37%)

Non Community Service Based

Student’s Wages × (25% + 2.37%)

Calculate Example (Non Community Service Based)

Wage: $570 ($14.25/hr, 10 hrs/week, 4 weeks/mo)

Reimbursement = $570 × 27.37% = $156.01

Responsibilities

Negotiating hourly wage with student employees. Our office does not require off-campus agencies to pay students a certain amount.

Making sure students are being paid at least minimum wage and that the wage the student is making is appropriate based on the work the student is doing.

Providing a safe work environment.

Approving weekly timesheets submitted by students.

Reimbursing Northeastern based on monthly invoice amounts.

Processing student Form I-9 and other work authorization documents.

Finalizing the contract process and establishing the agency as an off-campus work-study employer on the Student Employment site.

Helping train and onboard off-campus employers to the Student Employment site.

Processing of weekly payroll and payment of student weekly wages.

Processing bills for agency reimbursement.

Pre-Hire Paperwork

Students must complete their pre-hire paperwork once they have received a job offer and before the first day of work.

1. Students need to complete I-9 Section 1 in Workday.

2. After Section 1 is completed, students must present Supporting Documents at the Office of Student Employment to complete Section 2 of the I-9.

3. I-9 Section 2 takes 3 business days to process.

4. Once section 2 has been processed, you will be able to submit a hire request in Workday for the student employee. Students are not allowed to start work until the hire request has been approved by our office.

For International Student Employees

If the student doesn’t already have an SSN, they will need to follow the steps below.

1. Submit On-Campus Employment Authorization Request.

2. Please allow 15 business days for OGS to review. The authorization letter will be sent to your Northeastern email address.

3. Prepare supporting documents (On-Campus Employment Authorization, I-20, I-94, Passport, Visa, SSN Application)

4. Visit your nearest Social Security Administration Office to present the supporting documents.

5. Once you receive an application receipt, please visit the Student Employment Office at 375 Richards Hall to complete Section 2 of I-9.

6. Once you receive the SSN, email seoi9help@northeastern.edu to update your I-9 with your SSN information.

Learn more about Social Security Number (SSN)

Learn more about the I-9 process for J1 / F1 students

Confidentiality Agreement

Any student who may have access to confidential information should complete a Confidentiality Agreement.

Forms for On-Campus Co-op / Co-op Work-Study

Complete the following forms two weeks before the employment start date. These forms may need to be filled by student employees and their supervisors.

Submit Co-op Job Description Form to SEO (for new or unclassified Co-op positions on campus)

Submit Co-op Placement Sheet to Clare Mansfield

Payment for Students