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2021-2022 Academic Year-End and Summer 2022 Processing Notes

This page provides important news and notes for employers at the time of 2021-2022 academic year-end and Summer 2022 processing. We encourage you to read the entire page but you can also select specific sections by clicking the links below. 

PLEASE NOTE: This information is subject to change.  Please be sure to check back regularly.

This update covers:


Important Dates

May 20 (Fri.) Termination of positions for May 2022 graduating students scheduled, effective May 21, 2022.
May 21 (Sat.) Last day May 2022 graduating students can work in student positions.
May 30 (Mon.) Last day to extend student position end dates.
June 1 (Wed.) Last day academic year 2021-2022 FWS can be used.
June 1 (Wed.) Mass Student End Job Process (see below).
June 1 (Wed.) Automatic rehire of positions with an expected end date beyond June 1, 2022, effective June 2, 2022.
June 2 (Thurs.) First day summer 2022 FWS can be used.
August 2 (Tues.) Last day August 2022 graduating students can work in student positions. 
August 10 (Wed.) Last day summer 2022 FWS can be used.
August 11 (Thurs.) First day academic year 2022-2023 FWS can be used.
August 22 (Mon.) First day new incoming students can work in student positions.

Ending Academic Year 2021-2022 Positions

For the 2021-2022 academic year, students who are graduating in May 2022 will no longer be considered active students after the last day of the academic year, May 21, 2022.  As such, any students graduating in May 2022 cannot work in student employment positions beyond that date.

June 1, 2022 is the last day 2021-2022 academic year Federal Work Study (FWS) can be used.

We are required to track Federal Work Study earnings for reporting to the Department of Education.  To achieve this, separate position numbers are now required for the academic year and summer employment periods. 

What this means for you:

  • Students with a May 2022 expected graduation date, who had Federal Work Study earnings during this current fiscal year (since July 1, 2021), whether currently earning FWS or not, will have their positions automatically terminated by the Workday Team, effective May 21, 2022.
    • If the individual will continue working beyond May 21, 2022, you will need to hire them into a temp/casual appointment.
  • Students with a May 2022 expected graduation date, who did not have Federal Work Study earnings and will not continue working beyond May 21, 2022, will be captured in the Mass End Job Process.
  • Any student who had Federal Work Study earnings during this current fiscal year (since July 1, 2021), whether currently earning FWS or not, will have their position automatically ended/terminated by the Workday Team.
    • Students who are not graduating and have an expected position end date beyond June 1, 2022 will automatically be re-hired into a new position by the Workday Team, effective June 2, 2022.
      • All of the attributes for the new position will be copied from the existing position (supervisory organization, job title, rate of pay, expected end date, NYPSL balances, etc.) with the exception of the FWS job classification and the FWS account.
      • Important:  The new position will be costed /charged to the default costing.  If a costing override is needed, this must be updated by the Compensation Finance Partner in the college or unit by the payroll cutoff, June 15, 2022.
    • Students who are not graduating and will not continue working into the summer term should have their position end dates adjusted accordingly, to reflect their last day of work, prior to June 1, 2022.
  • If you will have a student employee that has applied for and been awarded Summer 2022 Federal Work Study, the FWS job classification and the FWS costing account will need to be added to the new position.  Please pay careful attention to the student's Federal Work Study eligibility for the summer when doing this.  More information can be found in the Summer Federal Work Study section.

Mass Student End Job Process

HRIS will be automatically running a Mass End Job process that will end student hourly and graduate student jobs.  The effective dates will vary by student scenario but no position will be ended with an effective date greater than June 1, 2022.  Either an End Job or Termination event will be processed, as needed.  Please review the Student Job Review report in Workday to take any necessary actions.

Action Required: It is critical to make sure your student appointment information is accurate and up-to-date, prior to the Mass End Job Process running, to avoid unnecessary work.  Please run the Student Hourly Appointments and/or the Graduate Student Appointments reports to audit your data.   For student appointments needing to be extended for the summer period, please do so no later than May 30, 2022.  For student employees who will not continue working after the end of the spring term, please be sure to adjust their position end dates to reflect a date prior to June 1, 2022.

  • Students with a May 2022 expected graduation date cannot work in student employment positions beyond May 21, 2022.  Please review these students carefully via the Hourly Student Appointments report to ensure they have an expected end date of May 21, 2022 or prior.
  • If a graduating student is to continue working beyond May 21, 2022, you must end their student appointment and rehire them into a temp/casual appointment, effective May 22, 2022.

Advertising Summer 2022 Employment

To advertise summer job opportunities for Cornell students, please complete the job posting form, available on the Student Employment Job Database.  If you are looking to hire Federal Work Study (FWS) eligible students, please be sure to also review our Federal Work Study Guidelines.

Completing Form I-9

As a reminder, I-9 Hubs are not available for campus use.  Students are required to complete Section 2 of the Form I-9, in person, with their employing department.  The responsibility for ensuring student I-9s are completed rests with the hiring college/unit.  Please do not send students to other units to complete the I-9 Form – they will be redirected back to your unit.

The Department of Homeland Security requires that all new employees complete the Form I-9 within 72 hours of the first day of work to remain in compliance with federal regulations.  If the I-9 is not completed within the first 3 days of work, the student will need to stop working and be placed on leave until the I-9 has been completed.  If the I-9 remains incomplete, the student position will be terminated.  Use the Student Employment icon on the Workday home page to monitor the I-9 completion status for your student population.

*Access is limited based on Workday role access.

Summer Federal Work Study

The Summer Federal Work Study Application is available April 4, 2022 for students to complete.  The award amount is $5,000.

Federal Work Study (FWS) eligibility for summer can be viewed via the CU SES Eligibility Inquiry page in PeopleSoft.  Appropriate view access is required.  To request access, please submit a Student Data Access request. 

  • Once the information on top is filled out and the staff NetID needing access is entered, scroll down to “Student Employment Document” (at the bottom), and select “yes” for the SE Eligibility Inquiry. 
    • This request will route to be approved by the staff’s department.
    • If a valid Cynergy Confidentiality Agreement Form is not on file, one will need to be completed by the staff gaining access.
  • Once approved, this will allow the staff to view the FWS balances and International Student I-9 expiration dates in PeopleSoft (for paper forms completed prior to 08/01/2019).

PeopleSoft Navigation: Main Menu > Workforce Administration > CU SES > CU SES Eligibility Inquiry

PLEASE NOTE: Overtime earnings will not be funded through FWS funds; any overtime accrued will be reversed from the FWS account and charged back to the department at 100%.

If you need assistance adding the appropriate FWS indicators to eligible student positions, please review the Adjusting Federal Work Study job aid for step by step instructions.  This and other relevant job aids relating to student employment can be found on the Workday website, under Student Employment Power Users.

Federal Work Study employment must not displace nor replace regular full-time employees. 

Using FWS on Student Employment Positions

In order to determine if your student employment positions are eligible for Federal Work Study, please review the Eligibility Requirements for Employers, as established by the U.S Department of Education.

Once you have established that the positions are eligible for FWS, two steps must be completed on the position in Workday in order to utilize a student’s Federal Work Study subsidy.  If you need assistance adding the appropriate FWS indicators to eligible student positions, please review the Adjusting Federal Work Study job aid for step by step instructions.  This and other relevant job aids relating to student employment can be found on the Workday website, under Student Employment Power Users.

1. The costing allocation must be placed on the worker position level and include both a department account and the matching FWS account at a 50/50 split, for all non-community service approved FWS eligible positions.

  • IT.FWSENDW for Endowed positions
  • IT.FWSCONT for Contract positions

2. The appropriate Federal Work Study Job Classification must also be selected.

  • All non-community service FWS eligible positions will use the Regular – (Federal Work Study) job classification

PLEASE NOTE: Although you may have more than one department costing account, the FWS account should equal to 50% unless the position is part of a previously approved community service program.

To confirm you have completed both steps correctly, please run the Federal Work Study Jobs with Incorrect Setup by Supervisory Organization report in Workday.  This report will identify student positions that need to be reviewed and updated for the student employee to properly be paid with FWS funds.

Working Remotely

Remote workers must continue to demonstrate professionalism and comply with University policies.  If you will offer remote positions, please be sure to consider and document the following information when employing students to work remotely:

  • Start and end dates for remote work;
  • Best contact number for students during anticipated work hours;
  • Number of hours planned per week;
  • What form and frequency of interaction will occur between the supervisor and the student employee;
  • What work is to be completed; and
  • How productivity and quality of work will be measured.

Working remotely outside the United States is generally not permitted.  Please note that some options will require prior approval by the Department Chair or Dean. Only for limited reasons (required on-site research, etc.) and for short durations does Cornell permit employees to work in another country. Global Cornell oversees such arrangements to assure compliance with the considerable legal, tax, and other employment-related obligations for both the individual employee and Cornell. Please reach out to your HR Contact if you have questions or need additional information.

Please also be sure your student employees have their correct address listed in Workday so the student employment position meets all federal/state/local tax and labor laws associated with where the student is physically located while working.  The work address should be listed as the state of New York. If you have any questions regarding tax implications, please contact the Cornell Tax Office.

Viewing Academic Year Student Federal Work Study Eligibility 

Federal Work Study (FWS) eligibility for the academic year can be viewed via 3 methods:

1. The Student Hourly Appointments report in Workday.

  • Once you have logged into Workday, select the Student Employment worklet.  Role access is required.
  • Underneath the Student Employment Reports and Actions section, select Student Hourly Appointments.
  • Complete required fields and select OK.

2. The Federal Work Study Eligible but Not Used by Supervisory Organization report in Workday.

  • Once you have logged into Workday, type the report name into the Workday Search bar.  Role access is required.
  • Enter Supervisory Organization and select OK.
  • PLEASE NOTE: this report will only show FWS eligible students with active student positions in your area that are not set up to use FWS funds.

3. The CU SES Eligibility Inquiry page in PeopleSoft.  Appropriate view access is required.  To request access, please submit a Student Data Access request.

  • Once the information on top is filled out and the staff NetID needing access is entered, scroll down to “Student Employment Document” (at the bottom), and select “yes”  for the SE Eligibility Inquiry. 
    • This request will route to be approved by the staff’s department.
    • If a valid Cynergy Confidentiality Agreement Form is not on file, one will need to be completed by the staff gaining access.
  • Once approved, this will allow the staff to view the FWS balances and International Student I-9 expiration dates in PeopleSoft (for paper forms completed prior to 08/01/2019).

PeopleSoft Navigation: Main Menu > Workforce Administration > CU SES > CU SES Eligibility Inquiry

PLEASE NOTE: Federal Work Study eligibility will not appear unless the student has actively accepted their FWS award via their Student Center.

Student Wage Scale

The New York State minimum wage rate is expected to rise again, effective December 31, 2022.  The Cornell Student Wage Scale will increase accordingly, for each level, to remain consistent with the NYS minimum wage increase.  The annual increases will be published by the Commissioner of Labor on or before October 1.  More information regarding the Cornell Student Wage Scale should be available around that time.