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2021 Summer End and 2021-2022 Academic Year Processing Notes

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

This update covers:


Important Dates

August 21 (Sat.) Last day August 2021 graduating students can work in student positions.
August 25 (Wed.) Last day Summer 2021 FWS can be used.
August 26 (Thurs.) First day new incoming students can work in student positions.
August 26 (Thurs.) First day academic year 2021-2022 FWS can be used.
August 29 (Sun.) Last day to extend student position end dates from summer before Mass Student End Job Process and FWS Change Over Process.
August 30 (Mon.) Mass Student End Job Process and FWS Change Over Process takes place (see below).
October 1 (Fri.) NYS Minimum Wage Increase is expected to be announced.
December 15 (Wed.) Last day Fall 2021 FWS can be used.
December 18 (Sat.) Last day December 2021 graduating students can work in student positions.
December 31 (Fri.) Student Wage Scale Increases.
May 21, 2022 (Sat.) Last day academic year 2021-2022 FWS can be used.
May 21, 2022 (Sat.) Last day May 2022 graduating students can work in student positions.

August 2021 Graduating Students

The last day of the summer term for enrolled students is August 21, 2021.  August 2021 graduating students cannot work in student employment positions beyond that date.  If the hourly student will continue working beyond August 21, 2021, you will need to hire them into a temp/casual appointment, effective August 22, 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 August 21, 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.

Federal Work Study Change Over Process

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

August 25, 2021 is the last day summer FWS can be used on student hourly appointments.  Any students who have Federal Work Study earnings during the summer employment period will have their position automatically ended by the Workday Team, effective August 25, 2021.

  • Students who have a position end date later than August 25, 2021 will be re-hired into a new position by the Workday Team, minus the Federal Work Study account and Federal Work Study job classification, effective August 26, 2021.
  • Students with a position end date prior to August 25, 2021 will be ended, and no new position will 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, August 25, 2021.  Please also ensure the appropriate staff member is approving timecards by Thursday, August 26, 2021.

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 report and/or the Student Job Review report to audit your data.   For student appointments needing to be extended for the academic year, please do so no later than August 29, 2021.

  • Please Note:  When reviewing the Student Job Review report, please be sure to pay attention to the Review: End Employment Date Past Allowed FWS End Date field; this column will provide you with the FWS positions impacted by this position change over. 

*Access to the reports mentioned above is limited based on Workday role access.

If students will continue working with your department through the fall term, please pay careful attention to the student's Federal Work Study eligibility for the academic year when updating the costing and position information.  You will be required to update the costing of the new position to add your department account back in place.  If this step is not taken, any student earnings on the new position will be charged to the default account.  If a costing override is needed, this must be updated by the Compensation Finance Partner in the college or unit by the payroll cutoff, September 8, 2021.

Mass Student End Job Process

Any student hourly position with a position end date of August 25, 2021 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, August 25, 2021.  Please also ensure the appropriate staff member is approving timecards by Thursday, August 26, 2021.

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 August 30, 2021, please do so no later than August 29, 2021.  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.

Advertising Fall 2021 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.

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. 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.

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).

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

Completing Form I-9

I-9 Hubs are not currently available for the Fall 2021 semester.  Students will be required to complete Section 2 of the Form I-9, in person, with their employing department.  Students will be directed to contact their hiring representative for next steps in completing Section 2 of their I-9 Form.

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 until the I-9 has been completed.  If the I-9 remains incomplete, the student position will be terminated.

Reporting Social Security Numbers

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.

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.

Student Wage Scale

The New York State minimum wage rate is expected to rise again, effective December 31, 2021.  The Cornell Student Wage Scale will increase accordingly, for each level, to remain consistent with the NYS minimum wage increase.  Starting 2021, 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.