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.
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
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.
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.
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.
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.