Faculty Guide to Hiring at Penn

Graders, Research/Teaching Assistants, Work Study Students & Student Workers

Internal Hires

Graders

Direct all inquiries to: MGMT-Grades@wharton.upenn.edu and MGMT-Payroll@wharton.upenn.edu

  • The Course Coordinator will inform faculty of their grader eligibility
  • Grader eligibility is based on the table below
  • Graders are funded by the department and paid during the semester
  • You will will be directed through the Workday hire processNote: The University prefers that you hire a graduate student or those with a post graduate degree. If you choose to hire an undergraduate student, be aware of the following:
  • Undergraduates are paid an hourly rate only, typically $15/hour
  • Undergraduates must complete a weekly time sheet, signed by Faculty in Workday

Jack Collins, the payroll coordinator will assist you in preparing the hiring paperwork. Please contact him via MGMT-Payroll@wharton.upenn.edu.

Grader Eligibility Table

Type of Course Number of Registered Students
Full Semester Course 30 students or more  –  $30 per student ($900)
Quarter Course 30 students or more  –  $20 per student ($600)

Note: If enrollment falls below the Grader Eligibility Table the shortfall from the Eligibility Table will be charged to the faculty member’s DARTS. As a result, Graders are guaranteed a minimum of $900 for a semester course and $600 for a quarter course. Compensation will be prorated based on enrollment noted above.

Undergraduates are paid for hours worked and therefore this type of position does not guarantee that the individual will receive the full grader allotment.


Research Funded – Research Assistants 

  • Funded by faculty DARTS or research funding
  • Under direct faculty supervision
  • You can recruit and hire independently through Workday, following instructions found on this Recruiting: Create A Job Requisition tip sheet

Contact Jack Collins at  MGMT-Payroll@wharton.upenn.edu if you need one-to-one support


Research Funded – Teaching Assistants (Graduate Students)

  • Funded by faculty DARTS or grader funding
  • Under direct faculty supervision
  • Compensation details must be emailed to MGMT-Grades@wharton.upenn.edu

Note: If hiring a student worker as a grader, please note student workers are paid for hours worked and therefore this type of position does not guarantee that the individual will receive the full grader allotment. They will receive an hourly wage.


Federal Work-Study Program
Starting March 29, 2021, Workday will replace the Student Employment Management System (SEMS) for recruitment of work-study and student worker jobs.

In addition to payroll activities that already occur in Workday, hiring managers will be able to use Workday to post work-study and non-work-study positions to a student-specific career site, accept online applications from the active student population, and extend offers and student offer letters. Students will search and apply for positions from this career site, all within Workday.


Work Study Students (Undergrads):
The federal work study program covers a significant level of support.

  • The faculty matching share for the academic year is 40% and for summer it is 50%, which is charged to your DARTS or other research funding
  • Under direct faculty supervision
  • No limit to the number of students you can hire
  • Not permitted to work more than 5 consecutive hours without taking a mandatory half-hour break as highlighted in the Student Employment Handbook
  • When classes are in session, students can work a maximum of 20 hours per week
  • When classes are not in session (fall/winter/summer breaks), students can work a maximum of 40 hours per week
  • Must complete an online time sheet through Workday, signed by the student and approved by the faculty
  • A student cannot be paid for lunch, holidays, sick time, and other time off, or for receiving instruction in the classroom, laboratory, or other academic setting

Work-Study jobs are created through Workday:

  1. Log in to Workday to create a job requisition. Step-by-step instructions are in this Recruiting-Create Job Requisition tip sheet.
  2. Recruiting-Student Job Application
  3. Staffing Event: Hire Student

Contact Jack Collins at MGMT-Payroll@wharton.upenn.edu, if you need one-to-one support.


Student Workers:

  • You are required to complete the Management Hire Intake Form for your job to be posted in Workday
  • Funded 100% by faculty DARTS or research funding
  • Under direct faculty supervision
  • No limit to the number of students a faculty can hire
  • Must complete an online time sheet through Workday, signed by the student and approved by the faculty
  • Not permitted to work more than 5 consecutive hours without taking a mandatory half-hour break as highlighted in the Student Employment Handbook
  • A student cannot be paid for lunch, holidays, sick time, and other time off, or for receiving instruction in the classroom, laboratory, or other academic setting

Student Worker jobs are created through Workday:

  1. Log in to Workday to create a job requisition. Step-by-step instructions are in this Recruiting-Create Job Requisition tip sheet.
  2. Recruiting-Student Job Application
  3. Staffing Event: Hire Student

Contact Jack Collins at MGMT-Payroll@wharton.upenn.edu, if you need one-to-one support.


Important Items to Remember

Please see Jack Collins, Payroll Coordinator, to complete the Hiring Process.

All Students and new employees that are not already in the University payroll system must first complete the required payroll forms and be approved for hire before they can begin working for you.

Go to the Onboarding Center to complete Part 2 of the I-9 form this must be completed and the form submitted within 3 business days of the date of employment. This is required in order to ensure the new staff member receives his/her salary and benefits in a timely fashion.

Contact the Onboard@Penn Center for instructions.

A new hire must present original documentation that proves identity and authorization to work in the United States. Your student will be required to complete the onboarding instructions within 3 days of your hire:

  • Complete Online I-9 (Employment Eligibility Verification)
  • Present valid forms of ID (ex. Passport/Driver’s License/ID Card and Social Security Card or receipt of application for Social Security card)

External Hires

Hiring Non-University Personnel
The University has implemented policy changes and a process to properly classify and pay individual service providers. These changes were necessary to ensure the University’s compliance with U.S. Department of Labor, Internal Revenue Service, and other regulatory requirements related to the treatment of workers.

  • Employment Classification Process
  • Payment to Individuals for Human Subject Fees
  • Payment for Honoraria
  • Limited Engagement
  • Procurement, Payment and Reporting of Independent Contractors

All potential individual service providers must go through the classification process, if they have not already done so.

Maryann Pagan-Abraham and Linda Pierson are happy to help you with this process.

All other individuals on Penn’s US payroll are expected to be working from within the US per Global Support Services. Please visit People Operations Abroad for more information about paying people overseas.

Hiring outside the University or hiring a foreign national is a complex process. Linda Pierson and Jack Collins are happy to help you in hiring at Penn. We should be your first stop.

You may not pay a person for services provided with a personal check. The University must be the source of payment. If you pay with a personal check, you will not be reimbursed.


Additional hiring information
•  Best Practices for Hiring at Penn training
•  Hiring Officer Handbook
•  Documents and forms for hiring can be found on Penn’s Human Resources website