Frequently Asked Questions

On this page you will find answers to some of the most frequently asked questions about hiring and paying Homewood students.  If you have a question that isn’t answered on this page, please contact us.

How to pay notetakers

After much thought and deliberation, the following policy for issuing a monetary ‘thank-you’ to Student Notetakers has hereby been established by the Office of Institutional Equity.  This  new policy is based on expert advice and collaboration of the offices of General Counsel, Risk Management, Accounts Payable, Student Employment, and the JHU Tax Office.  It is designed to ensure full compliance as well as to create consistent business practices among all JHU schools.

The dollar amount of the monetary thank-you will be determined by the divisional Office of Disability Services; payment will be issued at the end of the semester, once the course has ended.  The method for payment will depend on the student’s employment status and citizenship/residency status – please see below.

Current Employee

Any payment made to an existing employee of the University must be made via University Payroll. You can use the existing Pernr to process a Bonus Supplement ISR for a one-time, lump-sum payment.  The amount will be subject to federal and state withholding and will be included in their annual W-2.

Not a Current Employee

U.S. Citizen, Permanent Resident (LPR) & Resident Alien:  A monetary “thank-you” paid to a non-employee who falls into this category can be paid by way of a Petty Cash Voucher.  Please include notetaker’s Name, the date of receipt of funds, the total dollar amount, where the funds were charged, and a complete description of what the funds were dispersed for.  Once all that information is provided both the recipient and the approver of the funds need to sign the voucher.  The completed voucher should be included in the next replenishment request sent to Accounts Payable Shared Services.  These are taxable amounts that will be reportable to the recipient on a 1099 should amounts exceed $600 during a calendar year.

Nonresident Alien:  A monetary “thank you” paid to a non-employee who is a nonresident is subject to withholding and is reportable on Form 1042-S. In order to facilitate this required withholding and reporting, nonresident payments must be processed through University payroll.  For specific hiring instructions, each school should contact their divisional Human Resource Office; for Homewood students, please contact the Office of Student Employment Services.   You will need to process an ISR New Hire/Termination for one-time, lump-sum payment.

How to pay awards & prizes

Each year, academic departments present cash awards and prizes to their students.  The process for these type of payments depend on the nature and/or purpose of the gift.  Thus, you must first determine if the nature of the award/prize is employment or non-employment related?

Employment-Related: These include the Research Poster Award, Graduate Teaching Awards, the Science Service Award, etc.  The payment would be processed through the payroll system in accordance with the university finance/controller web site which states, “in the event that the award or prize is employment related it would be treated the same as those given to employees – it would be taxable as compensation and must be paid through payroll” – Source: https://apps.finance.jhu.edu/policyapp/AP-TRV-PL-24.policy

NON Employment-Related: These include the Undergraduate Research Award, WSE Convocation Awards, the Dean’s Safety Award, etc. Payments for awards and prizes presented to students in recognition of academic achievements/pursuits –and- are not directly linked to a wage position, would be processed through Accounts Payable.  This is in accordance with the university finance/controller web site which states, “awards and prizes given to non-employees including students are to be paid through Accounts Payable directly to the recipient of the award”. Source: https://apps.finance.jhu.edu/policyapp/AP-TRV-PL-24.policy

How to hire a student using work-study (FWS)

On the ISR New Hire form you must enter the PDF Document: FWS Z-Code and award dates.  The system will automatically charge the correct percentage to your budget and the FWS budget.  Once the work-study award is depleted, your budget will be charged 100% for all hours worked.

How to pay FWS on a ‘salaried’ basis (For Grad Students ONLY)

First, you must determine the number of pay-cycles based on the total award divided by the semi-monthly salary.  For example, $5000 award / $1000 semi-monthly salary = 5 pays.   Next, you must determine the amount to be charged to each budget (FWS / Dept.).  For example $1000 semi-monthly salary / 70% = $700 to the FWS budget (and) 30% = $300 to the Dept. budget.  Both budget lines MUST be included on the ISR.  For this example, the start and end dates will extend over 5 pays.

How to pay a ‘continuing’ FWS student

This refers to students with FWS who will continue to work in the Same Department / Same Job either between academic years (or) if you hired the student non-FWS and they now have FWS (within the same year).  In either case, you will not complete an ISR.  Instead, you must submit an FWS Job Continuation Form.  Please note:  If the hourly rate of pay is different from what currently exist in SAP, you MUST also submit an ISR Salary Change.

When to terminate a student employee

Departments frequently question if/when to terminate a student, especially if they expect the student to return between semesters, academic years, etc.  A good rule-of-thumb is to terminate the student when job ends; the student falls below full-time status; graduates; or, is placed on academic LOA.