3503 PR.25 Workday Setup for Payments to Professional School Students for Non-Hourly Work

Revision Date: 
August 7, 2017

Contents

1.     Scope

2.     Roles and Responsibilities

This document describes the procedure for making the following types of payments to Yale professional school students:

  • Teaching Fellowships: payment for teaching professional school courses (except for Public Health courses);
  • Student Stipends: stipend to support student’s professional school studies;
  • Research Assistantships: payment based upon research assistant duties; and
  • Other Student Earnings: miscellaneous non-hourly payments.

This procedure does not include:

  • Payments to Yale undergraduate students, both work-study and non-work-study students, and Yale graduate and professional school students who are paid on an hourly basis.
  • Payments to Yale graduate and professional school students teaching FAS courses or courses that are cross-listed with FAS or courses in the School of Public Health.
    • Such Yale students are paid through the Teaching Fellow System (TFS).  For information regarding TFS, contact the Teaching Fellow Program Office (teaching.fellows@yale.edu).
  • Payments to Yale Graduate School of Arts and Sciences students receiving all other types of financial aid packages (stipend fellowships, traineeships, and research assistantships)
    • Such students receive payment through Graduate School Payment System (GSPS)
    • For information regarding GSPS, contact the Graduate School Financial Aid Office (gradfinaid@yale.edu).
  • Payments to non-students, including students at other institutions.
    • Such people may be hired, but they are processed and paid as temporary employees (see Temporary Staffing).

The payments to professional school students that are covered in this procedure are awarded on an academic-year or semester basis and are not based on hours worked.  Professional school students are set-up in Workday and paid semi-monthly as part of the University payroll in Workday as follows:

Role

Responsibilities

Professional school registrar

After student accepts offer of admission, create student database record in Banner.

Professional school dean or designee

Approve stipend or other award for student.

Professional School financial aid officer

Step 1:  Confirm status in Workday by navigating to Workday and entering the Student’s Name in the search box.

a) If in Workday in Active Student Status, go to Step 2.

b) If in Workday in a non-Student Status (such as Faculty, Staff or Postdoc Status), go to Step 3.

c) If not in Workday, complete Form 3503 FR.24 Professional Student Payment Setup and Job Change Form (choose “New Set-up), then go to Step 4.

Step 2: Confirm Pay Group status in Workday by navigating to Workday, entering the Student’s Name in the search box, and, in the Student Employee Record, selecting “Job” and then “Organizations”.  The Employee Type should be Student.  The Pay Group will be Weekly, Semi-Monthly or Monthly.

a) If in the Weekly Pay Group, complete Form 3503 FR.24 Professional Student Payment Setup and Job Change Form (choose “Change Job”); then go to Step 4.

b) If in Workday in the Semi-Monthly Pay Group, Form 3503 FR.24 Professional Student Payment Setup and Job Change Form is not required; go to Step 7.

Step 3: Contact the department in which student had non-Student Status and ask that the student’s record be terminated.  (The student cannot be hired in Student Status until the Non-Student Status record is terminated.)  Complete Form 3503 FR.24 Professional Student Payment Setup and Job Change Form (choose “New Set-up).  Then go to Step 4.

Step 4:  Save Form 3503 FR.24 (in .pdf format) with date and name of department in file name (e.g., Student New Hire and Change Job-mmddyyyy-dept)

Step 5:  Submit email to employee.services@yale.edu with Form 3503 FR.24 attached and with a request to Escalate to Workday Integrations for processing student hire.

Step 6:  After receiving notification from Salesforce that your New Hire or Change Job transactions are completed in Workday [expect 48-hour turnaround except during high volume times of year], confirm that the student is in Workday in the proper Status and Pay Group.

Step 7: Once student is in Workday in the proper Status and Pay Group, complete Form 3503 FR.25 Professional School Student Payment Form and submit it to employee.services@yale.edu.

Employee Service Center (ESC)

Forwards Form 3503 FR.25 to Payroll Department.

Student

If not completed previously at Yale, complete student portion of I-9 Form online in Workday and bring the required documents to an I-9 Center to complete the process.  The I-9 form must be on file within three days of the start of the assignment.  See I-9 training materials at http://workday.training.yale.edu/i-9.

Complete and submit federal and state W-4 forms online in Workday.  If no form is submitted, the default federal tax withholding status will be single/0 exemptions and the default state tax withholding status will be D (maximum withholding).  See Pay and Payslips training materials under “My Pay and Info Help Guides” in Workday.

If direct deposit of check is desired, complete and submit Direct Deposit Request Form on-line in Workday.

I-9 center

Complete the employer section of the I-9 Form by the new employee’s third day of work.  See I-9 Guides at http://workday.training.yale.edu/i-9  for further information.

Payroll Department

Enter payment data from Form 3503 FR.25 in student’s Human Resources record with appropriate start and end dates, costing, and campus address.

Initiate payment in appropriate payroll cycle.

Issue payment via pay method specified in Form 3503 FR.25.