On-Campus & Off-Campus Work-Study Employers
We are your resource for paid on-campus student employment and off-campus Work Study Co-op placements. If you’re looking for resources for employing recent grads, non-Work Study co-ops, or unpaid interns, contact Northeastern Employer Engagement & Career Design.
For staffing assistance, please contact the NU Student Temps program. For a small fee, the NU Student Temps staff sources, recruits, and screens candidates for you.
Once they have presented the supporting document(s), Section 2 of the I-9 is completed by our office. At that time, you will be able to submit a hire request for the student employee. Until you are able to submit this request, you should not allow the student to work for you.
SSN Update for F1 & J1 Students
Undergraduate / Graduate
SUMMER 2023: May 7, 2023 – September 2, 2023
IMPORTANT REMINDER: Student employees are paid on a biweekly payroll schedule! Please see our student payroll dates and plan accordingly.
Student Employee Wages & Timely Payments
Student employees must be compensated for their work in accordance with University pay range descriptions. Please select your campus location.
Supervisors are responsible for ensuring timely payments for students. To ensure timely payments, follow these steps:
- Before a student begins work, notify them of the Form I-9 requirement.
- Instruct the student to complete both sections of the Form I-9 within 3 business days of their first day of work.
- Once the Form I-9 is processed, enter the student’s hire.
- Review and approve the student’s timesheets every week by 10AM on Monday.
Policy on Student Work Hours
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.
MA Payment of Wages Law
- 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 during which wages were earned.
- If an employee resigns, the employer must pay for all hours worked on the next regular pay day following the end of employment. When an employer discharges an employee, it must pay the employee all wages owed on the day of termination.
Equal Opportunity Employment
Policy on Pregnancy and Pregnancy-Related Conditions
We are your resource for on-campus co-op and off-campus Work Study co-op placements. If you’re looking for resources for non-Work Study off-campus co-ops, contact Northeastern Employer Engagement & Career Design.
- Co-op Job Description Form (This form is intended for new or unclassified Co-op positions on campus. Please submit completed forms to email@example.com.)
- Co-op Placement Sheet
- FY23 Co-op Rates
On-Campus Work Study
Students can be hired into Work-Study-funded jobs through Workday. Like all hires, you must create a job requisition and then hire the student into it. If you already have a JM access, go to Workday and search “Create Job Requisition”. You’ll be taken to the job requisition creation form. You will fill in the job details as usual, but remember these important tips:
- You must select a Work-Study profile/pay level in the job profile field. It is inadvisable to select both Work-Study and non-Work-Study job profiles for the same requisition. Instead, use two separate requisitions–one for Work-Study hires and one for non-Work-Study hires.
- Work Study funding is awarded each semester, so the start and end dates for your job requisition and related hires must reflect the start and end dates of the semester. Each semester, you will need to create a new job requisition and and hire your Work-Study students into it.
- You must designate the Work-Study fund as the job’s index and home organization. You can click into the index box, type “Work Study”, and then hit your enter key. Please select the appropriate year fund from the drop-down menu. To add the home organization, click into the home organization box, type “Work Study”, and then hit your enter key. The correct home organization will automatically populate.
Off-Campus Work Study
Northeastern University partners with many non-profit organizations who hire Northeastern work-study students for both part-time and work-study funded full-time co-op positions. To become an off-campus work-study employer with Northeastern a contract must be established. Each contract must be established in order to become an off-campus work-study employer. Each contract has terms of reimbursement that require the employer to be accountable for a portion of the student’s wages. 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.
The first step in the off-campus work-study contract process is for the agency to submit an off-campus work-study contract application.
Work-Study Contract Application Form
To submit the application the agency must also include:
- A copy of the I.R.S. Form 501 (c) (3)
- A description of the agency
- A description of the position(s) to be filled by the work-study student(s)
- A copy of the completed application form
What are the reimbursement percentages and how are they determined?
- Community Service based organizations are required to reimburse 10% of student’s wages plus an additional 2.37% for workman’s compensation a total of 12.37%
- Non-community service-based organizations are required to reimburse the University 25% of the students wages plus an additional 2.37% for workman’s compensation a total of 27.37%
Sample Reimbursement Breakdown:
Reimbursement percentage 10%: $14.25/hr, 10 hours/week, 4 weeks/month
$14.25 x 10 x 4 = $570
$570 x 12.37% = $70.51
Reimbursement percentage 25%: $14.25/hr, 10 hours/week, 4 weeks/month
$14.25 x 10 x 4 = $570
$570 x 27.37% = $156.01
How do we reimburse the University?
Off-campus work-study agencies are billed on a monthly basis for the previous month. (i.e. student 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 with the contract.
Northeastern will be responsible for:
- 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.
- Weekly payroll processing and payment of student weekly wages.
- Processing bills for agency reimbursement.
Your agency will be responsible for:
- Negotiating hourly wage with student employees. Our office does not require off-campus agencies to pay students a certain amount, however, we make sure students are being paid at least minimum wage ($14.25) and that the wage the student is making is appropriate based on the work the student is performing.
- Providing a safe work environment.
- Approving weekly timesheets submitted by students.
- Reimbursing Northeastern based on monthly invoice amounts.