Announcements
Student Hiring Policies
The Electronic Payroll Authorization Form (EPAF) system for student hires requires that supervisors of student employees, timesheet approvers or proxies, and any administrative personnel who submit PAs complete training and pass an associated quiz before hiring students.
Resources for Faculty and Staff
The SEO has developed useful resources for supervisors of student employees for hiring, training and evaluation, including: interview questions with screening template, student onboarding checklist, warning notice form, request for additional hours (temporary), student employment acknowledgement letter, a performance evaluation template, and more. See the resources here or on our Forms and Documents page.
Hiring Information
Important Spring/Summer Hiring Information and Answers to FAQs:
Chicago Paid Leave Ordinance:
Effective July 1, 2024, 91自拍 has updated our and policies to align with the new . Under this ordinance, eligible employees who were previously not covered under Illinois Tech sick or vacation policies may now accrue paid leave.
Please review our (6.01b and 6.02b) and (7.04a and 7.04c) leave policies for more in-depth details.
Who is affected by this new leave ordinance?
Regular full-time and part-time staff employees who are scheduled to work at least 23.25 hours per week will not be affected by this new leave ordinance. Current 91自拍 sick leave (6.01a and 6.02a) and vacation (7.04b) policies provide time off greater than or equal to what is required by this new ordinance for those employees.
The updated sick leave and vacation policies will specifically impact non-benefits-eligible employees and part-time employees who work fewer than 23.25 hours per week, including temporary employees, student workers, and part-time faculty, as well as full-time faculty.
Manual Entries Single/Stipend PA:
Due to the Chicago paid Leave and Sick now being offered to students, If you are submitting a single or a stipend Paper Payroll Authorization for payment and it needs to be entered manually: In the comments section of the PA the biweekly hours breakdown for the amount is now required (Biweekly Rate, Weekly Rate, Hours per week and Hourly rate) Your PA鈥檚 will be returned if you neglect to enter this information
Manual PA Updates:
For any paper payroll authorization you are submitting for processing in the comments section needs to be a reason listed for that PA. For example, termination PA鈥檚 reason, 鈥済raduated鈥 鈥渇ound another position鈥 or etc. They should be submitted in a timely manner so that the student does not have the opportunity to continue completing timesheets and receiving compensation.
New Electronic Payroll Authorization (PA) Submission Process:
We are thrilled to announce the upcoming launch of our new and improved Electronic Payroll Authorization (PA) Submission Process! Starting in June 2025, you will be able to submit all payroll authorization changes鈥攕uch as FOAPs, Supervisors, pay rates, undergraduate stipends, and more鈥攅lectronically. This new system eliminates the need for paper submissions, making the process more efficient, eco-friendly, and user-friendly. Mark your calendars for the launch date and stay tuned for more details, including step-by-step guides and training opportunities to ensure a smooth transition.
Summer July 1 Hires:
As we prepare for the upcoming fiscal year, below are some important updates regarding student hires: Remember all students must be compensated for all training. Note: The week of June 29, 2025 鈥 July 5, 2025 do not enter any EPAFs. ALL EPAFs enter during this time will be rejected.
New Student Employees:
- If you are hiring new students to begin work on July 1, 2025, EPAFs can be submitted starting Sunday, June 15, 2025
- This early submission ensures adequate time for new hires to complete their part of the hiring process.
Continuing Student Employees:
- If a student is currently employed and will continue working on July 1, EPAFs can be submitted starting Sunday, June 22, 2025
Please be mindful when you are entering your July 1, 2025 EPAFs, to manually select July 1, 2025 as the start date.
Switching from Non FWS to FWS:
If you are switching your student from Non FWS to FWS a new EPAF must be submitted. A Termination PA is needed to switch over from Non FWS to FWS.
Federal Work Study:
If you are hiring FWS students the account should be 6309. You must select the Position Control # that begins with a 鈥淲鈥. The FOAP will automatically populate. If you do not choose the W for FWS your department will be paying the student(s) out of your department鈥檚 budget. Non- FWS students' accounts will populate to 6307.
Multiple FOAPs:
If there are multiple FOAPs appearing when you enter your EPAF don鈥檛 delete them, zero (0) out the FOAPs you don鈥檛 need and enter 100% under the FOAP you want to pay from and submit the EPAF.
Student FWS Allocation:
Just a note: To hire a student that has FWS 鈥 they must accept their award in the financial page of their IIT portal. Your department also must be awarded FWS funds. You can contact your department鈥檚 budget manager for confirmation of the FWS funds awarded.
Graduate Funding System (GFS):
Graduate Funding Students now receive a congratulations email confirming that they are eligible to begin working once they have submitted their hiring documents to the SEO office and the hiring paperwork has been entered and processed. All students who applied for a social security card will need to bring in their actual social security card once they receive it in order to update their accounts.
For offer letter templates: The Office of Faculty will provide a template for stipend positions. Please contact Dionna Anderson (danderson1@iit.edu) for the template and instructions. Beginning Spring 2025 GFS students along with their supervisor will receive a congratulations email confirming that they are eligible to begin working once they have submitted their hiring documents to the SEO office for processing.
Pending EPAFs Status:
If you want to know the status of the EPAF you entered 鈥 you can do so by clicking on the "Check PA Status" at the bottom of your EPAF for hiring student鈥檚 channel.
Approving EPAFs:
Just a reminder: All EPAFs are approved 鈥 The Friday before the start date on the EPAF. If an EPAF is 鈥淚n progress鈥 Check first with the student and then with your 2nd Approver to ensure that they have completed their portion of the hiring process.
IIT Portal:
To approve an EPAF
In your 91自拍 Portal navigate to or search for 鈥淏anner Workflow鈥 Any EPAF awaiting your approval will be in that list.
To submit an EPAF
In your IIT Portal navigate to or search for Student Employee Hiring (EPAF) 鈥 That is where you would enter an EPAF.
Walk in Hours:
Student employment walk in hours are held Monday through Friday from 10am to 4pm in the IIT Tower on the 13th floor in the HR department.
Hiring Paperwork:
All hiring paperwork along with verification documents must be submitted in person during the Walk-In hours for processing. SEO cannot process online documents.
Approving EPAFs:
All EPAFs must be approved by three (3) approvers. (the Submitter, 2nd approver and SEO) If it is a FWS EPAF 鈥 it has four (4) approvers (the Submitter, 2nd approver, Financial Aid and SEO) If one does not complete the process the EPAF remains in the queue awaiting approval. If you are waiting for a student鈥檚 EPAF to be approved, check in your IIT portal to ensure that you have approved it first. It will then flow to the next approver until it reaches SEO queue.
Minimum Wage:
The minimum wage is $16.20 per hour as of July 1, 2024.
20 Hours per Week:
Students are only allowed to work 20 hours per week (in combination of all jobs they work on campus) Please confirm if your student has one (1) or more jobs. Please monitor carefully.
Note: repeatedly appearing on the "Over 20 Hours" report can jeopardize a student's eligibility to work on campus and may also impact your ability to hire students. It is crucial to monitor and manage work hours to ensure compliance with campus regulations.
40 Hours per Week:
Student workers can begin working 40 hours Monday, May 12th until Saturday, August 16. Students must begin working 20 hours a week beginning Monday, August 18, 2025.
Timesheets:
Supervisors it is your responsibility to approve timesheets and ensure that your student worker(s) are completing, previewing and submitting their timesheet electronically every two (2 weeks in conjunction with the payroll calendar. Students are not allowed to start working before both of you (supervisor and student) have received the approval email from student employment.
Handshake Job Postings:
If you post a job in handshake 鈥 please send the job ID number to Kathryn Potts at kpotts1@iit.edu or Terence Allen at tallen15@iit.edu so that the job can be reviewed and approved.
Graduating Students:
For all students graduating May 17, 2025, please note that their last day to work as a student employee on campus is Friday, May 16, 2025. All May Graduates jobs will be terminated by Student Employment. If you would like to have your students continue working with your department you will need to contact your HRBP HERE to start the process of hiring them as temporary employees.
Just a reminder:
ALL student hourly jobs will end on June 30, 2025. If you would like for your student to continue working for the duration of the summer: You must submit another EPAF. You can begin to start submitting the EPAF on Sunday, June 25th.
W2鈥檚 and Payroll Questions:
Going forward for all payroll inquiries 鈥 please contact payroll@iit.edu for assistance
Employment Law Reminder:
Employment law states that students are not permitted to start working until all paperwork has been submitted and approved. Students must wait to receive an email from the Office of Student Employment stating they can work. Failure to submit paperwork will delay your on-campus start date. Unless otherwise noted students only have to submit the paperwork one time to the student employment office for processing.
As always, we welcome your feedback and questions and appreciate your efforts as supervisors and mentors to our students. Please continue to stay safe.
Questions? Please Contact
- Kathryn Potts, Student Employment Manager/Business Partner/Specialist, kpotts1@iit.edu
- Terence Allen, Student Employment Talent Acquisition Assistant, tallen15@iit.edu
The Student Employment Office
10 West 35th Street | IIT Tower, Suite 13F4-3 | Chicago, IL 60616
Federal Work-Study Allocations
- 75% of students' earnings will come from the FWS program
- The remaining 25% will be paid by the department up to the eligible award amount.
Employment Compliance
Employment law states that students are not permitted to start working until all paperwork has been submitted and approved. Students must wait to receive an email from the Office of Student Employment stating they can work. Failure to submit paperwork will delay your on-campus start date. Unless otherwise noted students only have to submit the paperwork one time to the student employment office for processing.
Please follow the processes on this website for hiring students.