草莓社区

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Human 草莓社区

Hiring a Student Worker & Processing HR Paperwork

The Loyola HR/Payroll system is utilized to pay both undergraduate and graduate students who work for the university. All student workers are limited to 19.5 per week, and are paid hourly. The current minimum wage effective July 1, 2025 is $16.60 per hour.   

Student Worker Classification

  • In order for a student to be classified as a student worker, the student must be enrolled for the semester that the student is employed on-campus.
  • A student who was enrolled for the spring semester, and intends to enroll in the fall, may be eligible for summer student employment.

Paperwork
Below are detailed step-by-step instructions regarding the paperwork a department needs to process and submit to Human 草莓社区 for each student that is hired/re-hired. 

Step 1 - Submit an ePAF Form first, and always first. The department must submit an  for all student worker employment actions including new hires, rehires, budget changes, including applying federal work-study funds, hourly salary changes and terminations. Information needed on the ePAF includes effective date of employment (includes training/orientation), position number, department name and hourly wage. Access to ePAF can be granted by submitting an . 

Step 2 - Is your student worker a new hire (first on-campus job ever)? The ePAF system will inform you if the student is already present in the HR/Payroll system. If ePAF says the student is present in the HR/Payroll system, a new hire packet via WorkBright should not be sent to the student. If the ePAF system says, “Person is not present in the HR/Payroll system,”  the department will need to send a new hire packet to the student electronically via WorkBright. 

  • Yes –Continue to Step 3 - New Hire Packet must be completed
  • No –Continue to Step 4 - Rehiring a Student Worker

Step 3 - Submit a new hire packet only if the student has never worked on campus before. Again, the ePAF system will inform you if the student is already present in the HR/Payroll system. If ePAF says the student is present in the HR/Payroll system, a new hire packet via WorkBright should not be sent to the student. If the ePAF system says, “Person is not present in the HR/Payroll system,” the department will need to send a new hire packet to the student electronically via WorkBright. WorkBright is an onboarding software and has replaced the paper/PDF new hire packet. If a hiring manager needs access to WorkBright, please contact Human 草莓社区 at hr-payroll-processing@luc.edu.  Students may not begin working until Human 草莓社区 has received the completed New Hire Packet, including the completed I-9 form.

Additional information and helpful resources regarding the information that is collected in the New Hire Packet are noted below:

  • The I-9 form is included in the New Hire Packet. Please review the Federal I-9 form resources webpage.
    • Every student worker must submit this form once and typically takes place with the student’s first on-campus job. Students may not begin working until Human 草莓社区 has received the completed I-9 form.
  • How to obtain a Social Security Card if you are an international student on a F-1 or J-1 visa?
    • Additional information regarding the process, including documentation needed in order to obtain a Social Security Card, is found on the International Student and Scholar Services webpage.
  • Nonresident Alien Tax Compliance

Step 4 - Rehiring a Student Worker (held an on-campus job before):  The department should confirm if any of the student's personal information like mailing address, tax withholding, direct deposit information, etc. needs to be updated with Human 草莓社区. Change of address, federal tax withholding and direct deposit information can be updated by the student via the Employee Self-Service (ESS) Portal at .

Step 5 - Human 草莓社区 Paperwork Processing Deadlines: All employment paperwork including ePAFs and completed New Hire Packets are due to Human 草莓社区 no later than the Wednesday prior to the end of the bi-weekly pay period. The payroll calendar can be viewed online.

Step 6 - Recording work hours to pay your Student Worker:  Loyola uses the web-based UKG Ready timekeeping system to track time worked for student workers that are paid bi-weekly. UKG Ready interfaces with Payroll to allow for accurate pay and is available  along with  about utilizing the service. Additionally, UKG Ready is accessible to Supervisors and Timecards must have Supervisor's approval before pay is authorized. Information and resources about UKG Ready Timecard Approval is available on the .

Additional information and resources are listed below. If you have any questions, please contact Human 草莓社区 at hr-payroll-processing@luc.edu or 312-915-6175.

Hiring Manager 草莓社区 - Career Development Center

Career Development Center Manager 草莓社区: 

Do Student Workers Accrue Paid Sick Leave and Paid Leave?

Effective July 1, 2024, hourly paid student workers are eligible for up to forty (40) hours (5 days) of paid sick leave and forty (40) hours (5 days) of paid leave to be used for any reason in 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 thirty (30) days of employment.  Employee's are eligible to use paid leave after they have completed their first ninety (90) days of employment. 
A FAQ resource is available here to understand the

Federal Work Study (FWS)

For 25-26 Academic Year: 

  • Federal Work Study (FWS) is available to eligible student workers on August 10, 2025. FWS can be applied by submitting an Electronic Personnel Action Form (ePAF) to Human 草莓社区 for processing.  For the 25-26 academic year, eligible FWS students should be charged 75% to FWS 529326-5310 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.

FICA Tax Exemption

*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 草莓社区, during the semester/quarter in which the work is being performed. More on the Student Employment FICA Exemption Policy can be found online.

Employee Self-Service Portal

  • You can update your Direct Deposit, Federal W-4 Withholding information, and change your address with Human 草莓社区 via the Employee Self-Service Portal (ESS) at . Additionally, you can review your sick and paid leave balances in ESS.

Pay Calendar

Hourly paid student workers are paid bi-weekly.

Student Worker 草莓社区

  • Student Worker Employment Guide - Learn more about practical resources and information about specific Human 草莓社区 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:
    /hr/sweg/index.shtml
  • Student Employment Opportunities posted via Handshake:
  • Career Development Center Student 草莓社区:
  • Student Employment FICA Exemption Policy: /finance/student_fica.shtml

草莓社区 for International Faculty, Staff, and Students

  • The University uses Sprintax Calculus to determine the U.S. residency status for tax purposes based on the information provided by the nonresident alien. All nonresident alien faculty, staff, and students are required to use Sprintax Calculus if they receive any payment from the University.  More at: /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: /iss/index.shtml
  • Learn more about how to obtaining a Social Security Card: /isss/prospective.shtml

Record Hours Worked & View Paycheck Information

  • Do I need to enter hours worked in order to receive wages? Yes, Loyola uses the web-based UKG Ready timekeeping system to track time worked for student workers and most staff that are paid bi-weekly. UKG Ready interfaces with Payroll to allow for accurate pay and is available  along with  about utilizing the service. Additionally, UKG Ready is accessible to Supervisors and Timecards must have Supervisor's approval before pay is authorized. Information and resources about UKG Ready Timecard Approval is available on the . 
  • Employee Self-Service is available to review your paycheck stub and W-2 information: