Carnegie Mellon University

General Student Employment FAQs

Hire Process and Workday

If you are starting a new position at CMU, you will not be able to access Workday until your department has entered your position into Workday. Once your department has processed your hire in Workday, you will receive an email notification instructing you to log in and complete your onboarding tasks. 

Please note that student employees must be also registered with DUO Two-Factor Authentication (2fa) to access Workday. Once you register, DUO 2fa can take up to an hour to sync with the Workday system. 

If you continue to have issues accessing Workday once these steps are complete, please submit a request for assistance

Federal law requires all employees, including student workers, to complete a Form I-9:

  • You must complete Section 1 of the Form I-9 no later than the end of business on your first day of work. The Form I-9 and other required onboarding tasks can be found in your Workday inbox. 
  • You must complete Section 2 of the Form I-9 by presenting work authorization documents to an HR representative no later than three days of your first day of employment.
  • Learn more about the Form I-9 requirement, including detailed instructions for completion.

Once your Form I-9 is submitted, the HR Service Center will be able to process student stipends and further assist with hourly employee time entries. Additionally, Workday will prompt you to complete your tax elections and set up a payment election with your bank account information.

Student address information integrates automatically from SIO. If your off-campus address does not update in Workday within 24 hours of making a change in SIO, please submit a request for assistance.

Before you change your address in SIO, please consider whether the address is to be your place of tax residency. The permanent or primary address on file will determine your payroll withholding and where CMU will report your taxes. 

Please note that international addresses will not automatically migrate to Workday.

Time Tracking in Workday

Hours that are submitted or approved in Workday after the deadline are considered retroactive. Retroactive hours take additional time to process and will be paid out within 1–2 pay cycles. The HR Service Center recommends submitting your hours every Friday so your time entered can be reviewed and approved by your time approver in advance of the deadline. View Payroll Calendars for pay dates and deadlines. 

If you are unsure whether your time has been approved, you can review your time calendar in Workday to confirm. Hours that have been approved will appear with a green checkmark. 

Each week an employee is paid, there is a temporary lockout for entering hours so the Payroll team can process the payment. You will be able to make changes to any past week's time beginning on the next pay date (usually the last business day of the week).The HR Service Center recommends submitting your hours every Friday so your time entered can be reviewed and approved by your time approver in advance of the deadline. View Payroll Calendars for pay dates and deadlines. 

Social Security Number (SSN)

Social Security Administration offices in the United States are accepting copies of application documents in the mail for employees to begin their SSN applications. Please begin by collecting the necessary documents per the Office of International Education's SSN Application Instructions [pdf]

Once you have the required documents, call the Social Security Administration office closest to you for advice on how to mail the documents and make an appointment to receive an SSN. Use the Social Security Office Locator to search by zip code.

Once complete, you should receive your SSN in the mail. If you are unable to begin your application or are located outside the U.S., please submit a request for assistance. The HR Service team will review your situation and advise on next steps. 

Once the Form I-9 is completed, employees are not able to enter their SSN in Workday. Please call the HR Service Center at 412-268-4600 (M–F, 8:30 a.m.–5 p.m. ET) to have a representative enter it for you. 

Once you have a valid SSN on file, you can update your tax elections at any time using the Pay application in Workday. View the Electronic Tax Forms Quick Guide [pdf] for instructions. 

If you are not a resident of the United States, you must complete a Foreign National Information System application to determine whether you are eligible for a tax treaty or other tax exemption. 

Pay and Taxes

Many factors can affect the amount of pay you receive each paycheck. Access your payslip in Workday to review the hours included in the paycheck, amount deducted in taxes, and more. Refer to the View Your Payslip Quick Guide [pdf] for instructions.

If you have additional questions, please submit a request for assistance

 

All employees and student workers are paid via either direct deposit or Wisely ADP Paycard:

  • If you have a U.S. bank account, you can submit your information in Workday to set up direct deposit. View the Add and Change Direct Deposit Elections Quick Guide [pdf] for instructions. 
  • If no payment elections are made prior to payroll processing or you do not have a Social Security number on file, your default payment election will be a Wisely ADP Paycard which will be sent to your primary address on file in Workday. Learn more about Wisely ADP Paycards.

You must have a valid Social Security number on file to update your tax elections in Workday. Refer to the Social Security Number FAQs for more information on obtaining an SSN and entering it into Workday.

Once your SSN is on file in Workday, you can update your tax elections at any time using the Pay application. View the Electronic Tax Forms Quick Guide [pdf] for instructions. Please note that the address that populates the form integrates from SIO every 24 hours. If you change your off-campus address in SIO and it does not update in Workday within 24 hours, please submit a request for assistance

CMU is required to withhold federal, state and local taxes for all employees and student workers.

Commonly, student workers are affected by Medicare and OASDI taxes (also known as FICA taxes) in addition to federal and state withholding. FICA taxes are not withheld from a student worker's pay after your department confirms full-time enrollment during the beginning of the semester. This exemption can take a few weeks to be applied each semester. If you believe you are exempted from these taxes as a non-resident alien, you must complete a FNIS application to determine your eligibility for a tax treaty. 

 

IRS Tax Filing for Student Workers

The Form W-2 is available in Workday for all active employees and student workers beginning in February each year. To learn how to access your W-2 in Workday, view the Retrieving W-2 Tax Form Quick Guide [pdf].

If you no longer have access to Workday, call the HR Service Center at 412-268-4600 (M–F, 8:30 a.m.–5 p.m. ET) to confirm your identity and get temporary access to the form. 

If you are enrolled in the CMU Student Health Insurance Plan (SHIP), Aetna will mail the 1095 form to the mailing address that Aetna has on file for you. If you need a new copy, call Aetna at 877-437-6535 or 877-410-6560 (or the number on the back of your insurance card).