Student Employment

student personal employee direct deposit pay tax Time app application profile information payment taxes tracking hours worker hiring supervisor

Glossary terms coming soon.

Getting Started in Workday

Navigate Your Student Worker Profile (Video Only)

Explanatory Video

This video will help you get familiar with the student worker profile in Workday.

Set up the Workday App Android

Add Direct Deposit Information (Payment Elections)

Edit Direct Deposit Information (Payment Elections)

View or Change Tax Withholding Elections

Hiring Student Workers

Hire a Student Worker

Explanatory Video

This video will familiarize you with everything related to hiring students in Workday.

To find a list of current students, click in the search bar and type Find External Students.
In the Find External Students Report, you may type in the name of the student you wish to hire in the search bar. Press Enter.

*Please note, you can click on the student’s name to view their profile. Within their profile, you can click on Overview and select the Student Information tab to see if the student is Federal Work Study Eligible or not. This section will display with a yes or a no as seen below.

Click on the related actions button next to the student you wish to hire. From the Actions menu, mouseover Hire and select Hire Student.
The default supervisory organization of the hiring manager will automatically populate. Clear this selection and navigate to My Organizations. Select the supervisory organization which includes - Student.
On the Hire Student screen, click the Hire button.
Fill out the following fields on the Hire Student form. Fields with a red asterisk are required.
- Hire Date: Select the student’s first day of work
- Reason:
  1. Hire Employee > New Hire - newly hiring student into a position
  2. Hire Employee > Rehire - if it is a new academic year and the student is being hired again into a position from the previous year
- Under Job Details:
  1. Employee Type: Student (fixed term)
  2. Job Profile: Click on By Job Family > Student > Student Worker. Choose from the available options. *Please note, you must choose from the available drop down menu. If your student is Federal Work Study, select Student Assistant I/II- Federal Work Study. You can customize the student’s position in the “Job Title” and “Business Title” section.
  3. Time Type: Select Part Time
  4. Location: Trinity University Campus
  5. Pay Rate Type: Hourly
- Under Working Time
  1. Default Weekly Hours: 40 (pre populated). Leave as is.
  2. Scheduled Weekly Hours: 40 (pre populated). Update this field with the estimated number of hours the student will be working per week. Recommended hours = 10/week

Under Additional Information:
1. Job Title: Pre-populated with the job title.Edit this field with a more specific business title, if applicable.
2. Business Title: Pre-populated with the default business title. Edit this field with a more specific business title, if applicable.
3. Additional Job Classifications: Skip this field
4. Workers’ Compensation Code Override: Skip this field
5. First Day of Work: Pre-populated with the hire date
6. Continuous Service Date: Pre-populated with the hire date
7. End Employment Date: Select the last date of employment for this student in this position.

Click Submit
Navigate to the next step in the process, Change Organization Assignments, by clicking the Open button in the dialogue box. Note: This task will also be in the hiring manager’s Workday inbox.
Scroll down to Organizations on the Change Organization Assignments task. Fields with a red asterisk are required.
- Company: Trinity University
- Cost Center: Search for appropriate Cost Center. You can search by typing in the department name
- Costing
  1. Grant: If this is a grant funded position, search and select the grant in this field.
- Fund: Pre-populated, confirm the fund that populates is correct or edit if necessary.
- Function: Pre-populated, confirm the function that populates is correct or edit if necessary.
Click Submit
Navigate to the next step in the process, Propose Compensation Hire, by clicking the Open button in the dialogue box. Note: This task will also be in the hiring manager’s Workday inbox.
Scroll down to the Hourly section on the Propose Compensation Hire task. Click on the pencil to edit. Fields with a red asterisk are required.
- Amount: Type in rate the student should be paid
- Currency: Pre-populated with USD
- Frequency: Pre-populated with Hourly
Click Submit.
Note: The business process will now route to the HR Partner to review and complete.

Onboarding Student Workers (Video Only)

Explanatory Video

This video walks you through the onboarding process for student workers.

Entering and Tracking Time Worked

Explanatory Video

This video walks you through how student workers will enter time worked.

After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
Click on the Time menu item.
On the Time screen click on the This Week button under Enter Time.
You are now in the Enter Time view.
- You can move to other weeks with the left/right arrows or by clicking the down arrow next to the year. To return to the current week click the Today button.
- The Week button allows you to toggle between view by Week or view by Day.
- The Actions button will display additional options, as shown below - Review Time by Week. (Note: Request Absence is not applicable to student employees)
- The Summary column shows a summary of your time for that week.
Double-click on the column for the day you are entering time to open the Enter Time task.
On the Enter Time screen, fill out the fields as follows:
- Time Type: Defaults to Worked Time (Students) which should be selected unless entering time for summer hours.
- Hours: Enter the total hours worked.
If you work more than one position, you will have to choose which role applies to the work you did for the day.
Repeat the process for any additional time blocks. If you make any mistakes, you can simply click on a block of time to edit the data you entered. At the end of the pay period when you are finished, click the Review button to review your time for the week.
To make additional changes, click Cancel to return to the Enter Time view.
Once ready, click the Submit button to submit your time to your manager for approval.