2021 Fall End and 2022 Spring Processing Notes
This page provides important news and notes for employers at the time of 2021 Fall end and 2022 Spring 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
- December 2021 Graduating Students
- Federal Work Study Usage and Working Over Winter Break
- Viewing Student Federal Work Study Eligibility
- Adding Federal Work Study to a Position in Workday
- Completing Form I-9
- Working Remotely
- Mass Student End Job Process
- Student Wage Scale
- Reporting Social Security Numbers
|December 15 (Wed.)||Last day FWS can be used for December 2021 graduating students and students that will not be returning for the spring 2022 term.|
|December 16 (Thurs.)||First day spring 2022 FWS can be used for continuing students.|
|December 18 (Sat.)||Last day December 2021 graduating students can work in student positions.|
|December 31 (Fri.)||Student Wage Scale Increases.|
|January 16 (Sun.)||Last day to extend student position end dates from fall before Mass Student End Job Process.|
|January 17 (Mon.)||Mass Student End Job Process takes place (see below).|
|January 24 (Mon.)||First day new, incoming students for Spring 2022 can work in student positions.|
|January 24 (Mon.)||First day spring 2022 FWS can be used for new, incoming students.|
|May 21 (Sat.)||Last day academic year 2021-2022 FWS can be used.|
|May 21 (Sat.)||Last day May 2022 graduating students can work in student positions.|
|June 02 (Thurs.)||First day summer 2022 FWS can be used.|
The last day of the fall term for enrolled students is December 18, 2021. December 2021 graduating students cannot work in student employment positions beyond that date. If the hourly student will continue working beyond December 18, 2021, you will need to hire them into a temp/casual appointment, effective December 19, 2021.
Action Required: Please run the Student Hourly Appointments report and/or the Student Job Review report to audit your data. When reviewing the Student Job Review report, please be sure to pay close attention to the Review: End Employment Date After Graduation Date field. For student positions with this field flagged, please update the position end date with a date equal to or prior to December 18, 2021. This position will then be included in the Mass End Job Process, automatically ending the position. No new position will be created.
*Access to the reports mentioned above is limited based on Workday role access.
Students who are graduating December 2021 and students who are not retuning for the Spring 2022 semester cannot earn FWS funds after December 15, 2021. Any FWS earnings after this date will be charged back to the department 100%.
Working Over Winter Break:
Students who are awarded Federal Work Study (FWS) for both Fall 2021 and Spring 2022 can work and earn FWS funds during the intersession.
- Students are required to be enrolled for the Spring 2022 semester.
- Students who work over winter break and do not return for the spring term will have any FWS earnings after December 15, 2021 charged back to the department at 100%.
- Any FWS earnings during this period will count toward the student's academic year FWS eligibility. This will reduce the amount of FWS funds available during the spring semester.
- Students can work up to full time when classes are not in session.
- 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%.
PLEASE NOTE: Undergraduate students with spring only Federal Work Study (FWS) eligibility will not be able to earn FWS prior to the first day of instruction, regardless of whether the student is engaged remotely or in-person. Undergraduate instruction for the Spring 2022 term begins on January 24, 2022.
For Law and Vet students with Federal Work Study eligibility, usage for the spring term will begin on the first day of instruction for their respective programs.
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.
- 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).
PLEASE NOTE: Federal Work Study eligibility will not appear unless the student has actively accepted their FWS award via their Student Center.
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.
As a reminder, I-9 Hubs are not available for the Fall 2021 or Spring 2022 semesters. 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.
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. Employers can find eligibility criteria and employment options in the Undergraduate Student Academic Support and Professional Degree Student Appointments (NetID required) guidelines. 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.
On January 17, 2022, any student hourly position with a position end date of January 17, 2022 or prior, will be automatically ended by the Workday Team, and a new position will not be created.
To ensure students are paid with the appropriate costing accounts and paid on time, please be sure to remind your student employees to submit their time card information no later than Wednesday, January 12, 2022. Please also ensure the appropriate staff member is approving timecards by Thursday, January 13, 2022.
Action Required: Please run the Student Hourly Appointments report and review the position end dates for your student employees. For any positions that need to be extended beyond January 17, 2022, please do so no later than January 16, 2022. Please review the Student Job Review report in Workday to identify any issues and take any necessary actions.
*Access to the reports mentioned above is limited based on Workday role access.
The New York State minimum wage rate will rise again, effective December 31, 2021, from $12.50 to $13.20.
The Cornell Student Wage Scale will increase accordingly ($0.70 for each level) to remain consistent with the NYS minimum wage increase.
The new student wage scale that will be implemented effective 12/31/2021, will be as follows:
|Classification Level||Minimum Hiring Wage||Maximum Hiring Wage|
In coordination with the Workday Team, our office will identify all student employees who are earning a rate of pay less than $13.20 per hour.
For those individuals identified, an increase to their rate of pay will need to be made, in order to meet the increased minimum wage rate – effective dated no later than December 31, 2021. The increase in pay rate will be processed through an automated compensation change transaction, so no action will need to be taken by the employing department.
Social Security numbers (SSNs) are required for all employees (citizens and noncitizens) working in the United States. SSNs are used to report a person’s wages to the government for tax purposes and to determine a person’s eligibility for Social Security benefits. The Cornell Payroll office requires this information in order to process tax documents in compliance with legal requirements for all employees.
When hiring student employees or completing the I-9 Employment Verification Form, please remind these individuals to confirm with the Office of the University Registrar if they need to provide documentation of their Social Security number.
- If the student needs to report their Social Security Number, please have them update this information in person or by fax (607-255-6262) with the Office of the University Registrar.
PLEASE NOTE: SSNs are not required on the I-9 Employment Verification Form, nor are they required to begin working. They are, however, required once the student has begun working. Please direct international student employes to International Services in the Office of Global Learning for guidance on applying for an SSN.