Program Resources & Policies for Students & Employers
Any remote working positions must have a completed Remote Work Arrangement form submitted to the CWSP.
What to consider for remote work:
- Start and end dates for remote work.
- Best contact number for students and supervisors 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.
- How will the productivity and quality of work be measured.
We encourage students to sign up for direct deposit to ensure timely delivery of paychecks. If students do not sign up for Direct Deposit, their paychecks will be mailed to their local address on file for them in Student Essentials.
Meal breaks are New York State law and must be provided and taken. For more details, read Meal Periods.
W-4 Tax Withholding
Students are responsible for completing any required federal or state withholding forms! They can follow the instructions on the Cornell page W-4 Tax Withholding. If they have questions, they may contact the Payroll Office at (607) 255-5194 or by email.
Student employees are paid biweekly. To view pay periods for Cornell student workers, visit Pay Calendars and scroll down to “Nonexempt Biweekly Calendar.”
Submitting and Approving Hours
- Students must submit their WorkDay timesheets by noon every other Wednesday, with supervisors approving the timesheet by the end of that Wednesday. (If the student plans to work that Wednesday between noon and 11:59 p.m., the student may enter the hours, and the supervisor can change or approve them.) Note: Students need to click “submit” on their timesheets only once per pay period; if they click “submit” more often, their supervisors will receive unnecessary email alerts.
- Once a supervisor approves a timesheet in WorkDay, she is certifying that the hours entered are correct and were worked. It is the agency’s responsibility to contact CWSP if the student does not record their hours or if the student is no longer working.
- Students cannot add hours from a previous pay period to a current pay period.
- If a student forgets to enter hours worked into a previous pay period, they may request “retro hours.” Such hours are allowed if the student requests them in an email to her supervisor and the supervisor approves them. The supervisor then forwards the email to the CWSP Coordinator, who then forwards the email to the Business Service Center. BSC staff are the only staff allowed to enter retro hours.
- FWS regulations forbid students from recording work hours when they are registered to be in class or lab.
How many hours may a student work?
During the academic-year employment term, Cornell strongly suggests that students work no more than 15–20 hours per week. Students may work full-time over breaks, and over the summer if they are not taking classes. A student must secure her supervisor’s approval to work during a school break.
- Although there is no prohibition on paying overtime in the FWS program, FWS is designed to provide part-time employment, and students should not often work in excess of 40 hours in a single week.
- FWS student employees are paid overtime at a rate of one and a half times the regular rate of pay for work in excess of 40 hours in a standard work week. The standard work week begins Thursday at midnight and ends the following Wednesday at 11:59 p.m.
- If your student employee works overtime, your agency will be billed for those overtime hours at the usual 10–25%, but the overtime rate of time-and-a half will increase the billing.
- Many students have more than one appointment to the Cornell payroll, and combined hours from other departments can add up quickly. Be sure to ask any student you hire about any additional work-study jobs they may have through Cornell that may be pulling from their FWS award. Overtime is always billed to the off-campus employer.
If a student wants to work for Cornell Reunion, which is in June, they are not allowed to work at their FWS job during that week.
Holiday, vacation and sick pay
FWS will not subsidize student wages on federal holidays (see Important CWSP Program Dates). If a student works on a federal holiday, including remotely, the student cannot be paid with work study; the employer will be billed 100% of the student’s wages for that day at an overtime rate of time-and-a-half. FWS will also not subsidize vacation or sick pay for student employees.
If a student serves on a jury, FWS will not pay for any portion of the student’s wage or jury fee. The off-campus employer is the employer of record, and the jury fee is paid by New York State or by the employer, depending on the day of service and size of employer. To learn more about jury-duty regulations, read Jury Information for Employers or contact the CWSP Coordinator.
As stipulated in the Work Study Agreement (contract), a FWS student’s off-campus employer is the employer of record and responsible for filing any workers’ compensation claims.
Supervisors and students will be added to CWSP email lists during their participation with CWSP. These e-lists are used to communicate important payroll and employment information, as well as awards and funding that may be of interest to employers or students.
I've received a notification from firstname.lastname@example.org that says my Cornell Sponsored netID will expire soon, what should I do?
Forward this message to CWSP immediately so they can renew your netID so you can maintain your access to approve timecards in WorkDay. You need to be an active/eligible supervisor to maintain your netID. NetIDs can only be renewed for a year period.
Employers in the Community Work-Study Program are required to complete an evaluation form for each student they employ. Student employees are also required to complete an evaluation of their work-study job, expectations, and experiences. Both are confidential.
Google-doc evaluation forms are emailed to the supervisor of record at the end of each employment term (academic year and/or summer) or upon end of employment.
CWSP uses these forms to assess how its students are assisting community agencies and the opportunities being offered to students, as well as to assess and monitor off-campus positions.