GMS Hourly Student Hiring Instructions & Forms
Please download the form from the SEO website for each hire to be sure you have the most up-to-date version of the HHF. This will ensure that all needed information is recorded - helping your hires to be completed quickly and accurately.
Hiring Hourly Students
Before Your Students Can Start Work...
Updating Hire Status and Terminating Students
Timesheets and Payroll Information
Federal Work-Study (FWS)
Important Information for HRCs, Timekeepers, and DAs
→ Hiring Hourly Students top
Hoya Hiring Form (Updated for 2022-23) - we recommend opening in Adobe Acrobat 8.1, (not Adobe Reader)
- Need more information on how to hire an hourly student in GMS? We recommend checking out the Job Management for Hourly Students Quick Reference Document! This will show how campus Human Resource Contacts (HRCs) can complete hiring business processes in GMS.
- If you're not sure of your role, go to your profile in GMS and click the orange related actions button ("...") next to your name. From there you should be able to go to "Organization" and "View Roles for Worker Position." That should help you to determine what you can do within GMS! More info on everything GMS can be found here.
Selecting A Compensation Grade for Your Hire
Wage Justification Form for hourly wages over $22.00 (Updated for 2022-23)
What goes into a wage justification? Please see our Sample Wage Justifications for guidance.
→ Before Your Students Can Start Work... top
Checklist for New On-Campus Student Hires - Georgetown Log-in Required. Please feel free to direct your new student hires to this link.
New hires must to complete a remote I-9 form in lieu of visiting the Human Resources Department. The I-9 form must also be completed within the 3 business day deadline in order to be filed in compliance with federal law.
Please visit the I-9 website here or email an I-9 analyst, for any questions or concerns regarding the I-9 form.
Hiring a Minor:
If hiring a minor…under the age of 18,
- A signed work permit must be submitted from the school district in which the job site is located. For remote jobs, the job site would be the student's home state. Please know that every state has different requirements on the maximum number of hours, so please be aware of that when assigning hours and filling out HHF.
- If this is an on-campus job, the student must obtain a DC signed Work Permit must be submitted with the HHF. (Please visit HR’s website for more info.)
For more information, please see the Protection of Minors Policy homepage.
International students will also need to obtain a Social Security Number (SSN) as part of the new job process. Completing the SSN application is time sensitive for students, and obtaining complete and correct SSN records is important for Georgetown. Please encourage your international student employees to begin this process as soon as they are offered a position.
Once a student receives an offer of employment, he or she should work with the Office of International Student and Scholar Services (ISSS) to prepare all necessary documents for the SSN application. A form or letter from the hiring department verifying that the student is employed at Georgetown is required. For more information we refer to OGS’s website on employment of F-1 & J-1 students, found here.
Note: F-1 students may begin working while their SSN application is being processed, however once a student has received his or her Social Security Card they will need to be sure their SSN is entered in GMS as soon as possible so that their tax records will be complete and correct. Please be sure to direct your student to the individual in their department who can enter their SSN or to send them to Georgetown's I-9 Office in Healy Hall to have their SSN entered into GMS. This must be done as soon as the Social Security Card is received.
Both federal and state tax forms will need to be completed as soon as possible. The maximum tax will be deducted from a student’s paycheck until exemption or withholding elections are completed
Federal & State Tax Forms should be completed by students directly in GMS.
If your students have any questions about completing their tax forms, please advise them to speak with a trusted adult or tax professional.
→ Updating Hire Status and Terminating Students top
The Hourly Student Revision Form can be used to edit the details of an existing hire - updating compensation, costing allocations, and removing students from their positions.
Hourly Student Revision Form (Updated for 2022-23) - **- we recommend opening in Adobe Acrobat 8.1, (not Adobe Reader)
→ Timesheets and Payroll Information top
Successful Georgetown hiring and payroll processing is deadline driven. To ensure that your hourly student workers are paid correctly you must meet the deadlines for each bi-weekly payroll period as published in the GU Payroll Calendar.
New Hire Calendar (Updated for 2022-23)
GMS Payroll Calendar
General Payroll Form (GPF)
→ Federal Work-Study (FWS) top
To calculate the estimated hours that FWS student can work and keep track of their hours and earnings.
FWS Total Award Amount divide by the pay rate = Total # of hours a student can work with their FWS award.
Departments will be responsible for gross earnings that exceed students' FWS awards; therefore, departments are highly encouraged to reconcile student earnings regularly.
For the 2022-2023 fiscal year, the Federal Work-study subsidy split is 75 / 25. Departments will be reimbursed 75% of FWS eligible student earnings up to a student’s maximum FWS award amount from the Federal Work-study Program. Departments will be responsible for 25% of FWS eligible student earnings that are within students' FWS award and 100% for gross earnings that exceed students' FWS awards. Departments are highly encouraged to reconcile student earnings regularly.
FWS Reimbursements will be processed on a quarterly basis, within 30 days of the last day of the quarter. Reimbursement can be viewed by pulling a Payroll Journal Transactions Report.
FWS FY23 Quarterly Dates:
Quarter 1: Aug 15, 2022 – October 2, 2022
Quarter 2: October 3, 2022 – December 25, 2022
Quarter 3: December 26, 2022 – March 19, 2023
Quarter 4: March 20, 2023 – May 13, 2023
→ Important Information for HRCs, Timekeepers, and DAs top