HR and Business Managers, we are pleased to partner with you on our URS Assistantship Awards. At URS, we believe that providing wages for student research assistants is an important way we can enhance undergraduate research engagement at Duke. You play a vital role in this process, and we are grateful for your partnership. Please don’t hesitate to reach out to us at ursoffice@duke.edu with any questions you may have.
Action Items:
- Please refer to the student’s award letter for the percentages of the work-study portion of a student’s award (if applicable) and the Assistantship portion of the award.
- Fill out the Qualtrics form in the award email to provide the fund code from your department that you would like us to JV money into. We will JV the funding for the portion of wages that will be covered by the URS assistantship. You are able to provide info for up to 5 students at a time. You can then use the funding in your account to pay the students through payroll.
- Please hire the students. Please scroll to ‘Using JobX to Hire a Work-Study Student’ below to hire the student through JobX, which is required if the student is using any portion of their work-study funding to be paid wages.
Important Info to Note
- The total amount of Fall and Spring Assistantships of $1100 covers 50-68h of work over the course of the semester, depending on the student’s hourly wage. The total amount of Summer Assistantships of $900 covers approximately 53 hours of work over the summer. Wages for any hours they work above and beyond this need to be worked out with the faculty mentor and the department to determine if there is a funding source for them. Mentors/Departments may not be able to pay wages above this amount if they do not have the funding or means to do so. We strongly encourage mentors to be proactive and transparent about setting hours, especially if there is no funding to cover student wages once work-study runs out. If the student continues to submit hours to payroll, their payroll will continue to hit your account.
- These Assistantship Grant funds are only to be used for the awarded student’s wages paid out through compensatory payroll. They may not be used to cover any other goods or services. Faculty mentors and their respective departments are responsible for hiring the student to compensatory payroll as soon as possible to ensure the student can earn their award.
- Once the work-study portion of their wages runs out, 100% of their wages will default to the other fund code from the mentor/department. Therefore, the students will continue to be paid above their allotted work-study/URS Assistantship award from this other source at 100%, unless you remove them from payroll.
- Funding For Portion Of Wages NOT Covered By Work-study: We will JV the funding for the portion of wages not covered by work-study PLEASE fill out the Qualtrics form in the award email to provide the fund code that you would like us to JV money into. Please do this as soon as possible so we can initiate the process and cover the URS Assistantship’s portion of the wages.
- At the end of the each semester, we will ask you to go into SAP and run the ZH333 “Accounting View of Payroll Activity” report for any student we are providing funding for. At that time, we will ask that any remaining funds from their award be JV’d back to us so that we can begin our calculations and funding with a clear slate for the next semester
Using JobX to Hire a Work-Study Student
JobX has a very comprehensive resource page with videos, documents, and general training videos. Log in and use those resources as needed. Here's URS's general overview on the process below.
How do I hire a work-study student?
- Once a work-study eligible student has been identified for hire, the department is responsible for hiring the student and submitting the paperwork to Payroll, following all of the guidelines for student employment.
- Financial Aid will provide a work-study code for their portion of the payroll for the student. If the student is awarded a URS Assistantship, the URS office will JV the amount of funding needed to cover whatever portion of the work-study award that financial aid is not covering.
- A department business manager or other representative responsible for hiring people in your department can help get this set up.
- An outline of instructions are provided below to help get you started.
- Questions about putting students on payroll can be directed to Duke Corporate Payroll Services.
- In April of 2022, the Duke Student Employment website was launched and will require anyone hiring a Federal Work-Study student to post a job position on JobX.
- The JobX website has resources and training materials for using their platform for hiring work-study students, but we have outlined some highlights below.
Using JobX for Work Study
- The impetus behind using JobX at Duke is, in part, to ensure that employers who hire students with Federal Work-Study funds are adhering to federal guidelines regarding the program.
- If you are a Muser mentor who is hiring student(s) with Work-Study in the fall and beyond, you are impacted by this launch. Anyone who posts something on MUSER has to post on JobX if the student they hire will be using Work Study.
- If you hire student researcher(s) with Federal Work-Study, you must also post your research project on JobX as a job listing, and manually report the student(s) you hired under that listing.
- If you hire more than one student with Work-Study, you must add them to the same listing.
Creating a Work-Study Position as an On-Campus Employer
Employers can post Work-Study job openings on JobX. Here's the step-by-step guide.
Creating a position JobX
- Access JobX login on the loading page
- Click “Add a Job” to begin the process
- Choose your department by entering your Org Key
- If you don’t know your org key, ask your department’s payroll representative. Information about org keys and departmental payroll representatives can be found here
- Select “On-campus job (Work-Study required)” for job type
- If you are looking to hire both Work-Study and Non Work-Study students, it is recommended that you create two job postings – one for WS and one for non WS
- Describe the position in detail
- Include job category, title, description, and requirements
- Include number of available positions
- Include the timeframe and location
- Include the base pay rate
- Review the job application
- JobX will provide standard questions for the applicants to answer. You can add custom questions to your job application.
- Finalize the posting
- Determine how long the posting should stay up and if students should receive notifications about the posting through JobMail (JobX’s email notification system)
- Submit the ad and wait for it to be approved (usually same day). You can access all pending positions under “Pending Approval” on JobX
- You can edit this posting under the “Actions” tool next to the posting
Hiring the Student on JobX
- Navigate to the job posting you are hiring for and select the link to view new applications
- You will be able to verify the student’s Work Study award when accessing their application
- Under “Actions” next to the student’s application, select “Hire Student” to hire the student
- Confirm the student you would like to hire
- Confirm their NetID and click check
- Review the details of the hiring and click “submit request”
Hiring through iForms
- The second step in hiring a WS study requires iForms access on Duke @ Work
- Access the “iForms” tab on Duke @ Work
- Navigate to the “Staff” tab
- Look for the student using their unique ID to see if they are on payroll/have ever been on payroll.
- If they are not on payroll, then you need to hire them.
- Complete the Multipurpose iForm to hire the student and complete onboarding process on “Success Factors” tab on Duke @ Work
- Use the work-study fund code provided by Financial Aid for the proper percentage and another fund code for the other percentage, depending on the source.
- If they are not on payroll, then you need to hire them.
Onboarding a New Hire
- New hires automatically initiate an onboarding record in under the “Success Factors” tab on Duke @ Work
- Navigate to onboarding page in Success Factors tab after submitting the hire form and complete the managerial steps
- This will initiate an email to the student with a link to complete their I9 and onboarding documents.
- For a new hire, ask the student to fill out a Bio Data sheet and to send a copy of their passport, driver’s license, or social security card, as these items are needed for the I9 verification.
Transferring a Student (Student is Already on Payroll)
- If searched student is searched under the Staff tab of iForms and they are on payroll in another department, reach out to the student to see if they’ll be working for that department during the semester.
- If not, you can transfer them to your department. If they will be working for the other department, then you will need to set up a secondary position.
- If setting up a secondary position, submit a secondary position iForm
- Provide the student’s information on the Staff tab
- Click “Secondary Position” under
- If setting up a secondary position, submit a secondary position iForm
- If not, you can transfer them to your department. If they will be working for the other department, then you will need to set up a secondary position.
- Transfers don’t involve Success Factors since the student has already been onboarded in another department.
Have More Questions on Work-Study and JobX?
Our office's assistantship awards merely partner with students' work-study awards. We do not directly administer work-study or JobX. For more specific questions on work-study, visit the Duke’s Work-Study Website from the Karsh Office of Undergraduate Financial Support. For resources on JobX, visit this resource page with videos, documents, and general training videos. Your Duke login is necessary for JobX. These pages are very comprehensive and will likely answer most of your questions.
For specific questions on our assistantship awards, feel free to email us at ursoffice@duke.edu.