Faculty Guide to Hiring at Penn

Hiring Graders, RA's, TA's, Work Study Students, and Student Workers

COVID-19 hiring freeze deeply impacts all hiring except work study students.

Due to the pandemic and budget cutbacks, Wharton HR imposed a TA hiring approval system for Fall 2020. You will be required to complete Wharton HR request form. The form should be completed and returned to: MGMT-Grades@wharton.upenn.edu and MGMT-Payroll@wharton.upenn.edu.

MGMT-Payroll will review and submit to the HR Exception Process. Once the request is approved, you will be notified. This process will work in conjunction with the Department’s TA hiring guidelines. After the first week of class, you will receive an e-mail from Robin indicating the amount of your funding for the semester. We realize this is a tedious process. However, it is a required process. We want to ensure your TA is in place for your class and are available to respond to questions.

Internal Hires

Graders; Research/Teaching Assistants

Robin Woods, Administrator
Direct all inquiries to: MGMT-Grades@wharton.upenn.edu and MGMT-Payroll@wharton.upenn.edu

  • Graders are funded by the department and paid during the semester
  • Grader eligibility is based on the table below
  • Robin will inform faculty of their grader eligibility
  • You will will be directed through the Workday hire process

Please note: 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 can only perform clerical/administrative duties
  • Undergraduates cannot grade essays
  • Undergraduates are paid an hourly rate only
  • Undergraduates must complete a weekly time sheet in Workday and signed by Faculty

Jack Collins, the payroll coordinator will assist you in preparing the hiring paperwork.

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 following applies: Faculty are required to get Chair’s office authorization prior to hiring a Grader. The shortfall from the Eligibility Table will be charged to your 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.

Note: 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 and Teaching Assistants (Graduate Students):

Federal Work-Study Program

Work Study Students (Undergrads):

  • Federal Work Study Program, 50% federal government, 50% your research funds
  • No limit to the number of students you can hire
  • A student cannot be paid for lunch, holidays, sick time, and other time of
  • 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 only work a maximum of 20 hours per week
  • When classes are not in session (fall/winter/summer breaks), students can only work a maximum of 40 hours per week
  • Under direct faculty supervision
  • Must complete an online time sheet through Workday, signed by the student and approved by the faculty member
  • Not permitted to work on Holidays. 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
  • Please reinforce with your student(s) that they cannot work for you on holidays

The federal work study program covers a significant level of support.

To create a work study position, go to the Student Employment Office website. In the lower right-hand corner click Login to SEMS. On the next screen “click here to create an account.” Then click Penn-Affiliated Employer. This will take you to the Account Registration screen where you will complete your profile. Once the profile is complete, you will automatically enter the homepage of your SEMS account. To create a job, click Jobs in the menu. On the next screen select the Period (academic year or summer), and then click Create New Job.

Student Workers:

  • Funded 100% by faculty DARTS or research funding
  • Under direct faculty supervision
  • No limit to the number of students a faculty member can hire
  • Must complete an online time sheet through Workday, signed by the student and approved by the faculty member
  • Not permitted to work more than 5 consecutive hours without taking a mandatory half-hour break as highlighted in the Student Employment Handbook
  • Not permitted to work on Holidays. 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
  • Please reinforce with your student(s) that they cannot work for you on holidays

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.

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.

They must present original documentation that proves identity and authorization to work in the United States. They must:

  • 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
  • Submit completed W-4 (Employee’s Withholding Allowance Certificate) Employee Information form, Voluntary Self ID and FNIF for foreign workers

External Hires – Hiring Non-University Personnel

Due to the University hiring freeze, request to hire all but work study students must be submitted to Wharton HR by way of the new HR Exception Process. See Jack Collins or Linda Pierson for the procedure.

During fiscal year 2017, the University is implementing policy changes and a new 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

As of July 1, 2017, all potential individual service providers must go through the new classification process, if they have not already done so.

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

Check for scheduled trainings at Knowledge Link website.

Anyone responsible for hiring employees or temporary workers, paying honoraria, or procuring the services of and paying independent contractors should attend a training. See the latest training presentation.

Documents and Forms: Due to ongoing refinement of the Individual Service Provider classification documentation, please use the forms posted in the Download section at the right rather than any forms you may have previously saved to your computer.