Student Hire Process

Types of Student Workers

  • Domestic Students:
    • Federal Work Study (FWS)
      • Undergraduate Students awarded a Federal Work Study Grant by Financial Aid. The students are paid the NJ minimum wage from the FWS grant and not from the department budget.
      • Students cannot work more than 20 hours per week when school is in session.
      • Students can earn up to the amount of their grant and work hours should be based upon their academic schedules and the needs of the department.
    • Student Workers (including International Students)
      • Undergraduate or Graduate Students can be hired by a department but are paid out of the department compensation budget.
      • Students cannot work more than 20 hours per week when school is in session.
    • Graduate Assistants (Including International Students)
      • Graduate Assistants are graduate students working 20 hours per week for tuition remission. They may also have a stipend.
      • Graduate Assistant appointments are for one (1) semester only. If a Graduate Assistant is expected to remain for a subsequent semester, new paperwork will be required each semester.
  • International Students
    • Student Workers (Non-Federal Work study)
    • Graduate Assistants

Student Hiring Forms and Procedures

For FWS (Federal Work Study)

DocuSign forms are located in HR Documents but also found on the links below.

  • Student Personnel Information Notice (SPIN) Federal Work Study DocuSign
  • Open the DocuSign and enter the signer information.
  • The student’s FDU email address must be used as a MyADP account is required to track hours worked.
  • Complete the Department Information. When signed, the form is routed to the student.
  • Student must complete their section and attach the required forms USCIS Form I-9 with proper identification as noted on the form 2022 Form W-4 (irs.gov).
  • Supervisors verify documentation and sign the I9
  • FWS SPIN and forms routed to Financial Aid and Payroll.
  • SPIN Cash and forms are routed to Payroll
  • The student should not start working until Payroll has accepted the hiring form. Payroll will communicate with the supervisor listed on the documents when approved.
  • The forms must be routed and completed in accordance with the instructions on the DocuSign form. If there is information missing, the form will be rejected and returned to the department.
  • A student must have a non-union employee as supervisor who will be responsible for checking and approving hours worked.
  • Upon receipt of the completed SPIN and signed documents, Payroll will upload into ADP and issue a registration code for the student to receive a link to register for MyADP access.
  • Supervisors should explain to the student to expect a secure email to their student@fdu.edu account and register promptly upon receipt. If the student does not receive the secure email, they should inform the supervisor who should contact Payroll@fdu.edu for assistance and include student name and ID number with brief description of the issue.
  • Payroll will be using the supervisor noted on the SPIN form. Once the student is hired in ADP, the supervisor will see the student listed in their MyADP account under “Teams”. If the supervisor does not see the student listed under “Teams” they should contact Payroll@fdu.edu with the student name, ID number and a brief description of the issue.

For Non-FWS Student Workers including International Student Workers

  • Student Personnel Information Notice (SPIN) Federal Work Study DocuSign
  • Open the DocuSign and enter the signer information.
  • The students FDU email address must be used as a MyADP account is required to track hours worked.
  • Complete the Department Information. When signed, the form is routed to the student.
  • Student must complete their section and attaches the required forms USCIS Form I-9 with proper identification as noted on the form 2022 Form W-4 (irs.gov).
  • Verify documentation and sign the I9
  • FWS SPIN and forms routed to Financial Aid and Payroll.
  • SPIN Cash and forms are routed to Payroll
  • The student should not start working until Payroll has accepted the hiring form. Payroll will communicate with the supervisor listed on the documents when approved.
  • The forms must be routed and completed in accordance with the instructions on the DocuSign form. If there is information missing, the form will be rejected and returned to the department.
  • A student must have a non-union employee as supervisor who will be responsible for checking and approving hours worked.
  • Upon receipt of the completed SPIN and signed documents, Payroll will upload into ADP and issue a registration code for the student to receive a link to register for MyADP access.
  • Supervisors should explain to the student to expect a secure email to their student@fdu.edu account and register promptly upon receipt. If the student does not receive the secure email, they should inform the supervisor who should contact Payroll@fdu.edu for assistance and include student name and ID number with brief description of the issue.
  • Payroll will be using the supervisor noted on the SPIN form. Once the student is hired in ADP, the supervisor will see the student listed in their MyADP account under “Teams”. If the supervisor does not see the student listed under “Teams” they should contact Payroll@fdu.edu with the student name, ID number and a brief description of the issue.

Graduate Assistant Hiring Forms

  • The form is a SPIN Credit Form is not available via DocuSign but can be requested by contacting Payroll@fdu.edu for a pdf copy of the form.
  • The SPIN Credit form must be completed by the department and sent to Enrollment Services to confirm enrollment in the current semester.
  • The SPIN Credit form is for one semester only.

International Students – Additional Documentation

International students must provide additional documentation when hired as either a non-FWS student worker or Graduate Assistant.

  • Signed Social Security Card
  • International Documentation – Passport, Visa, I-20, etc.
  • Completed I-9 USCIS Form I-9
  • After hiring, forms will be sent to the student to sign and return. This includes a W4.

Time and Attendance

All student time reporting and supervisor approvals must take place by using MyADP.  Both Supervisors and Students are required to have a MyADP account. 

Supervisor Instructions

  • All supervisors must have a MyADP account. Please contact Payroll@fdu.edu to set up.
  • Student workers should appear in your MyADP “Teams” link. If students are not appearing, please contact Payroll@fdu.edu and provide missing student’s name and identification number.
  • Go to MyADP and click on Teams and select student name.
  • Review times entered by the student during the pay period each week. It will be necessary to manually enter student start and end times until the student has obtained their MyADP access.
  • When reviewing times entered by the student, supervisor adds missed punches or late punches for a student.
  • Monitor that meal breaks are taken. If a student is scheduled for a shift more than 5 hours, the meal break must be scheduled in the middle of the shift
  • Please review the Payroll Calendar for the time record submission deadlines to ensure all time records are approved by the due date so students are paid timely.
  • Terminate the student using the Student Worker Termination Form when they are no longer working for the department or no longer attending FDU.

Student Instructions

  • Complete student section of the SPIN form using only their @student.fdu.edu email address.
  • Monitor email for the secure ADP email with MyADP link and registration code.
  • Download the free ADP Mobile App for smart phones on the App Store.
  • For immediate help with MyADP, search for MyADP help on Google.
  • Using MyADP and the clock tile, punch in when beginning work and punch out at the end.
  • Meal breaks must be taken if you work over 5 hours. Punch out at the beginning of the meal break and punch back in after the meal break.
  • Report any missed or late punches to your supervisor.
  • For information on how to enter time, watch the Time Entry YouTube video.