Student employment

Student worker positions are available to full-time students carrying a full-time course load of nine or more credits per semester. To qualify, students must have an excellent academic record and maintain a professional working relationship with faculty, students, and administrative staff. Student workers are permitted to work a maximum of 20 hours per week combined and may not have more than two positions at one time.

Johns Hopkins payroll will process all student paychecks and maintains student employment records and supporting documents.

Complete required paperwork

Once a student is selected for a campus employment role, they cannot begin work until they have completed all required employment paperwork, including the I-9.

Once selected for a role, instructions will be sent to the student for completion. Required documents include:

• FNIF form (international students only)
• Family Educational Rights and Privacy Act
• Student Confidentiality Agreement
• I-9

Work hours

Full-time students may work no more than 20 hours per week during periods of enrollment. You can only work 20 hours in one week combined during all jobs. A student may not have more than two positions at one time.

During periods of non-enrollment, (i.e., summer, winter vacation, and intersession), student employees may work up to 40 hours per week. Please note: students may not work more than 20 hours until the week following the final examination period.

Employee self service

Once your information has been entered into the payroll system, it is important to update your tax and direct deposit forms in Employee Self Service.

https://ess.johnshopkins.edu/

You will be notified by [email protected] when your information is entered into the system, and then you will be able to access ESS within 3–5 business days.

Using ESS, you will be able to:

• View/update your federal and state tax withholdings
• View/update your permanent address
• View your personal data
• View, print, and save your pay statements (only available while an active employee in SAP and only for up to three years)
• Opt into receiving a W2 earnings statement online

Tax forms

If you have questions about filling out the form for your tax withholdings, you can contact the University Tax Office at 443-997-8688 or [email protected].

Direct deposit takes one or two pay periods before going into effect. Your first two checks will be mailed to the home address on file.

Timesheet

The payroll specialist will set up an online timesheet for you to keep track of your hours worked.

Timesheets are due a few days before the pay period. Please view the schedule for submission and approval cutoff dates.

If you have any questions regarding your timesheet or any payroll issues regarding your checks, please contact the payroll office at [email protected].

Payment

Employees are paid on the 15th and at the end of the month. Payments are made in arrears, meaning time worked between the 1st and the 15th of the month will be paid on the last day of the month. Please note your first paycheck will be issued the second cycle after your start date.

Your W-2

If you opted into online W2 distribution, you will find your W2 statement in Employee Self Service. If you did not opt into online W2 distribution, it will be mailed to the address on file. Please contact [email protected] with additional questions.

Some students may be offered an opportunity to continue working as a causal employee after graduation. The hiring manager for the position must make arrangements with HR to retain a graduating student employee by April 1. Transition from student worker to casual staff and all necessary documentation must be completed within three days of graduation. International and visa restrictions apply. Students transferring to casual status must meet with HR to receive their EAD card and re-verify form I-9 in order to begin working in casual status.