Posting Jobs/Hiring Students

Student employment jobs must be created before students can be hired into the respective position.

Setting up a Job – Video – PDF guide

You may review the Job Classifications Guide to identify the Job type, Job category, Job title, and pay scale.

Reviewing Applications and Hiring – PDF guide

Please refer to Hiring International Students for additional information when hiring international students.

Hiring Work-Study Eligible student is no different that hiring any other student. As your proceed with the hiring process, Work-Study information will be provide on the student’s profile indicating if they’ve receive an award.

Once Financial Assistance has awarded a student, the student’s JobX record will update to reflect the award amount and period. Staff are advised to review each student record confirming the award has been applied before assigning the Federal Work-Study Cost Object during the hiring process.

Once that information is confirmed, the hire requestor will designate the hire as a Work-Study Student Employee by assigning the Federal Work-Study Cost Object in the first two fields defining the Cost Distribution as shown in the example below.

Cost Object 1: 9500XXXXXX*

Cost Object 1 Percentage: 70

The hire requestor must supply the cost object for the remaining 30%.

* Federal Work-Study IO changes annually. Student Employment will supply the new Federal Work-Study IO each year. Staff will have access to the information on the JobX hiring page when asked to input the cost distribution.

 

Federal Work-Study Overview

Federal Work-Study is a federally-funded financial aid program administered by Boston University. It is designed to provide access to employment, helping students meet educational expenses. Participants also gain valuable work experience while helping the University and nonprofit organizations meet their staffing needs. The program is not intended to provide students with opportunities to study while at work.

Boston University departments that hire Work-Study students incur a charge of 30% of those students’ earnings. The Federal Work-Study Program funds the remaining 70%.

Work-Study Awards

Work-Study is awarded to eligible students as part of their financial aid packages. Work-Study awards are distributed for each program (academic year and summer) and are non transferable.

Students apply for academic year Work-Study by indicating their interest in working on the FAFSA form. BU Financial Assistance selects as many participants as funding allows, based on students’ financial need. Students apply for summer Work-Study by applying here, after ensuring that their financial aid documents for the upcoming academic year are submitted and confirmed.

All undergraduate Work-Study students are paid hourly, while graduate students may be paid either hourly or weekly-salaried, depending on the job. A student’s gross earnings are automatically subtracted from their Work-Study Award Amount, until either the Maximum Earnings Level is reached, or the program ends.

Check our Dates and Deadlines for system programmed academic year and summer program dates using the current Fiscal Year outline, and our Work-Study Dates and Deadlines for the current Work-Study cycle.

Adjustment or Cancellation

If a student’s eligibility changes at any time during the academic year or summer program, BU Financial Assistance may need to adjust or cancel their Work-Study award. Circumstances which may require this include, but are not limited to, withdrawal from the University, failure to maintain a satisfactory grade point average, or the addition of financial assistance from outside sources.

Remember: Students must reapply for Work-Study each year when they apply for federal financial assistance, by completing the FAFSA by the established deadline. More information is available for undergraduate students from Financial Assistance. Graduate students should consult the financial aid coordinator at their school or college.

Supervisors and Payroll Coordinators will encounter a list of employment validations during the hiring process. At this stage, the system displays the current status of the student’s Form I-9 and other required employment forms.

Students who have completed their I-9 will display a “PASSED” validation icon at this stage, and the user may proceed with the hire request. 

If the student still needs to complete the Form I-9, the user may proceed with the hire, but the hire approval will be contingent upon completing the I-9 and any other required employment forms. 

Upon completion of the hire request, the user can notify the student of the pending hire. The notification will also request the student to complete any required forms, including the Form I-9, as soon as possible.  

It’s important to note that a student cannot be hired until the I-9 has been completed. Furthermore, it’s crucial that if the student has started working that do not continue to working without the I-9 having been completed.

The hire can be approved once the I-9 is in “Completed” status on the JobX Student Job Board.

Follow our University Form I-9 Procedures for instructions on completing this form

If the student has never worked at BU, it is optional for them to complete a W-4. If a W-4 is not completed, the student will be taxed at the highest rate: single with zero dependents.

Refer international students to Tax Information for International Students.

Do not give students tax advice or tell them how to complete the W-4 form. Most students claim 0 or 1 single. Students who claim exempt must re-file every calendar year. If students have questions about what to claim, suggest they talk to their parent or guardian. Further information for students regarding taxes is available here.

All students working on campus must understand and sign statements agreeing to both the Student Employment Confidentiality Policy and FERPA Policy. These agreements are integrated into the hiring process and are stored digitally with the Student Employment Office.

Students involved in University supported research are required to sign an Intellectual Property Policy Agreement. The Vice President and Associate Provost for Research will be responsible for establishing and maintaining procedures and administrative support needed to implement this policy.