Hiring a Student Worker & Processing HR Paperwork

For 22-23 Academic Year: 

• Federal Work Study (FWS) is available to eligible student workers on August 14, 2022. FWS can be applied by submitting an Electronic Personnel Action Form (ePAF) to Human Resources for processing.   Due to an increase in federal funding for the Federal Work Study (FWS) program for the 22-23 academic year, eligible FWS students should be charged 75% to FWS 529323-5310 and 25% to your department. 
  • Please remember that the FWS position number starts with the 147XXXX and the NON FWS starts with 148XXXX.  Students and supervisors need to select the correct position number at all times.
  • Your departmental student worker budgets (account code 5310) will remain as budgeted for fiscal year 2023. Therefore, you may be able to support more student workers/hours as a result of the increased federal funding. The student worker budgets should not be transferred to cover other non-salary operating costs. Please contact the Budgeting Department at FinancialPlanning@luc.edu for any budget-related questions.

*FICA Tax Exemption - The student worker must be enrolled and attending classes on at a least half time basis, either in an undergraduate or graduate program of Loyola University Chicago, during the semester/quarter in which the work is being performed. More on the Student Employment FICA Exemption Policy can be found online.

Career Development Center Manager Resources: https://luc.edu/career/studentemployment/managerresources/

• You can update your Direct Deposit, Federal W-4 Withholding information, and change your address with Human Resources via the Employee Self-Service Portal (ESS) at https://ess.luc.edu/. Additionally, you can review your sick leave balance in ESS.

Hourly paid student workers are paid bi-weekly.

• Pay Calendar

• Student Worker Employment Guide - Learn more about practical resources and information about specific Human Resources topics, such as Loyola policies, online forms and other time-saving resources, to help you in your day-to-day role as a student employee
• Student Employment Opportunities posted via Handshake
• Career Development Center Student Resources
• Student Employment FICA Exemption Policy

• All International (NRA) Faculty, Staff and Students who are working, or receiving taxable scholarship/fellowship/grant/stipend payments, must sign up for an account with the GLACIER System in order to determine appropriate tax withholding from paychecks and other payments.  GLACIER is the Nonresident Alien Tax Compliance System: https://www.luc.edu/finance/nracompliance/
• International faculty, staff, and students interested in learning more about Loyola's services and programs designed to connect our international community across the University and throughout Chicago, can contact the International Student and Scholar Services Office: https://www.luc.edu/iss/index.shtml
• Learn more about how to obtain a Social Security Card.

• Do you need to enter your hours worked in order to receive wages? The KRONOS Timecards website is utilized to enter and track hours worked: KRONOS Timecards
• Employee Self-Service is available to review your paycheck stub and W-2 information: https://ess.luc.edu/ 

Effective July 1, 2017, hourly paid student workers will accrue at the rate of 1 hour of paid sick leave for every 40 hours worked, with a maximum of 40 accrued hours within a 12 month period. Accruals begin from an employee’s date of hire and employee's are eligible to use sick leave after they have completed their first ninety (90) days of employment.

• Loyola's Sick Leave Policy
• Paid Sick Leave FAQs can be viewed .