Ibrahim Gardner
The University of Pennsylvania (UPenn) offers a comprehensive total rewards package that includes market-competitive salaries and outstanding benefits. UPenn's salary structure is regularly adjusted to respond to trends in the local, national, and higher education markets. The university also offers a merit increase program that allows for performance-based salary increases to be awarded annually. Student employees at UPenn are paid weekly and are required to perform accurate time entry and submit weekly timesheets in Workday@Penn. Students can view their pay history and manage their pay elections in Workday@Penn. Work-study is a need-based component of most financial aid packages at UPenn, where students are awarded a dollar amount that they can earn through working at an approved job on- or off-campus. Off-campus employers who employ work-study students must sign an agreement with the university to pay a 25% matching share of the student’s gross earnings.
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What You'll Learn
Work-study awards and funds
Students are paid for the hours they work, and the work-study award represents the maximum earnings potential for the academic year (fall/spring). The award is not deducted from the student's university tuition bill, and students are paid weekly by the employing department. Students are allowed to work no more than 20 hours a week when classes are in session and 40 hours a week when classes are not in session.
If a student chooses not to use their work-study award, it will not affect their current financial aid package or future eligibility. They can choose to replace their work-study award with a loan if they prefer. Students must interview for and be offered a work-study job, and each job has different responsibilities and levels of pay.
If a student decides to work off-campus, they may only be employed by a nonprofit organization or government agency listed on Workday@Penn. The student cannot begin working until all required paperwork is completed, and the off-campus employer must sign an agreement with the university to pay a 25% matching share of the student's gross earnings up to the maximum amount of the student's work-study award.
Students can make their pay elections (direct deposit) during their onboarding in Workday@Penn. If they choose not to enroll in direct deposit, their pay will be available as a paper check that can be picked up from the Office of Student Employment.
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Work-study payroll
Work-study is a need-based component of most financial aid packages at the University of Pennsylvania (UPenn). With work-study, students are awarded a dollar amount that they can earn through working at an approved job on or off-campus. Students can search for jobs on Workday@Penn, where they can also view their pay history and manage their pay elections.
Students can check the status of their work-study award through Path@Penn. They will also receive an email notification if they come close to using all of their available work-study funds. If they are working many hours a week in a high-paying job, they may use all of their funding before the end of the year. In this case, they can request an increase in work-study funds using the "Work-Study Award Increase Request Form" on the SRFS website. However, they cannot carry over remaining work-study funds from the academic year (fall/spring) to the summer; they must apply for summer work-study separately.
For on-campus jobs, all student workers who receive their pay from UPenn will enter their time on Workday@Penn. University regulations require that student employees must be paid weekly, and students cannot hold their hours for a period of time and then submit them all at once. The employing department will instruct the student regarding the procedures for entering time in Workday.
For off-campus jobs, all student workers will enter their time on Workday@Penn, and they must also be paid weekly. The Office of Student Employment will provide instructions to the student and hiring manager. If the off-campus employer is a nonprofit organization or government agency, the student will undergo the same onboarding process as those who work on-campus. If the employer is not a nonprofit or government agency, it must sign an agreement with the University to employ work-study students. This agreement obligates the employer to pay a 25% matching share of the student's gross earnings up to the maximum amount of the student's work-study award.
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Work-study employer agreements
Work-study is a need-based component of most financial aid packages at the University of Pennsylvania (UPenn). Students awarded work-study can earn a predetermined dollar amount by working at an approved job on or off-campus. Work-study employment can benefit students in several ways, such as by providing income to help pay for indirect costs of attendance, including personal expenses, course materials, and travel throughout the academic year.
Work-study students are responsible for conducting a job search, applying for jobs, interviewing, and getting hired. They can search for jobs on Workday@Penn, and if they decide to work off-campus, they may only be employed by a nonprofit organisation or government agency that advertises a job on Workday@Penn. Before beginning work, new student employees must complete University onboarding tasks through Workday@Penn and Onboard@Penn.
For off-campus work-study employment, the employer must sign an agreement with the University, obligating them to pay a 30% matching share of the student's gross earnings, up to the maximum amount of the student's work-study award. Students are paid weekly by the employing department for the hours they work, and they must perform accurate time entry and submit weekly timesheets in Workday@Penn.
Student employees can view their pay history in Workday and can manage their pay elections by logging in to Workday@Penn and selecting 'Personal Information' and then 'About Me > Pay' to enter their preferred account. They are not eligible for benefits such as sick pay, vacation pay, holiday pay, or unemployment compensation. However, they are eligible for Workers' Compensation under Pennsylvania law, which covers expenses for medical care from job-related injuries or occupational diseases.
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Additional pay
At the University of Pennsylvania, additional pay may include allowances, one-time payments, period activity pay, and temporary increases to hourly rates/salaries. Additional pay is not included in a staff member's base salary/hourly compensation plan; it is a supplement to that plan.
A weekly-paid non-exempt staff member who has an additional part-time teaching or academic support position in a different supervisory organization is paid by entering an additional staff job with an hourly rate on their Workday record. A weekly-paid non-exempt staff member who has an additional part-time non-academic position in a different supervisory organization is paid by entering hours on their timesheet. A costing override to the supervisory organization where the additional work was performed may be processed. A weekly-paid non-exempt staff member may not receive a one-time payment (a flat-rate stipend) for an additional position to comply with the FLSA.
Faculty additional pay will be routed through the Provost’s Office, and student worker additional pay will be routed through Human Resources. Student workers can make their pay elections (direct deposit) during their onboarding in Workday@Penn. Current student workers may manage their pay elections by logging in to Workday@Penn and selecting Personal Information and then About Me > Pay to enter their preferred account. If a student worker chooses not to enroll in direct deposit, their pay will be produced as a paper check that they must pick up from the Office of Student Employment.
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Pay elections
At the University of Pennsylvania, student workers can make their pay elections (direct deposit) during their onboarding in Workday@Penn. They can also manage their pay elections by logging in to Workday@Penn and selecting Personal Information and then About Me > Pay to enter their preferred account.
If a student worker chooses not to enroll in direct deposit, their pay will be issued as a paper check that they must collect from the Office of Student Employment, located in Suite 100 of the Franklin Building (3451 Walnut Street). An email notification will be sent when the paycheck is available for pick-up.
All student workers, both on-campus and off-campus, will enter their time on Workday@Penn. University regulations require that a student employee must be paid weekly. The employing department will instruct the student regarding the procedures for entering time in Workday.
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Frequently asked questions
Employers can pay students at UPenn through direct deposit or paper check. Students can make their pay elections during their onboarding in Workday@Penn.
You can check if you have work-study in your financial aid package by looking at your financial aid award on Path@Penn. You will see "Federal Work-Study," "Penn Job," or "International Job" if work-study is included in your package.
Students can get paid for work-study through direct deposit or by picking up a paper check from the Office of Student Employment.
If a student intends to withdraw from their job or change jobs within the semester, they must inform their manager. Students are expected to give at least one week's notice before leaving a position.
You can check the status of your work-study award through Path@Penn. You will also receive an email notification if you are close to using all of your available work-study funds.
