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On-Campus Employers

The Office of Student Employment gives you the tools you need to create a productive, meaningful and vibrant work environment for DU student employees. Post your positions and access student applications through our online job board, and find all the information you need to hire a student.

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Information for Work-Study Supervisors

Steps to Hire and Manage an Employee with Work-Study

If you would like to hire a student employee but are new to the process, you may consider attending a work award training before continuing with the steps below. This training—led by staff from DU Student Employment, Shared Services and IT—provides much more information about the work-study program and the process for hiring a student. Training sessions are held multiple times throughout the year.

> View Upcoming Banner Trainings

> Download a PDF of the Hiring Checklist

    • Overview of the Work-Study Program

      Work-study is a type of need-based financial aid award that allows students to work on-campus to earn money to help pay for educational expenses. Only students who have work-study included in their financial aid award offer can apply for a work-study position. Wages for these positions are primarily paid through funding from the U.S. Department of Education, with a small portion matched by the University.

      To be eligible for a work-study position, a student must:

      • Submit the FAFSA and meet general federal aid eligibility requirements
      • Have it included in their financial aid award offer and accept it in PioneerWeb
      • Be enrolled at least half time (6 credits or more for undergraduates, 4 credits or more for graduate students)


      Due to limited funding, not all students who would otherwise be eligible will be offered work-study. The amount a student is offered is the maximum amount they can earn for the academic year. Typical award amounts offered are:

      • $2,500 for first-year undergraduates
      • $3,000 for 2nd-, 3rd, and 4th-year undergraduates
      • $5,000 for graduate students


      Students are paid every two weeks for hours worked. Paychecks are not applied directly to the DU tuition bill—they are sent directly to the student via direct deposit.

      Offices can hire as many students with work-study as they deem appropriate. However, many times there are more work-study positions available than there are students with work-study. 

      Additional information about this program is available in the work-study handbook.

    • Step 1: Obtain Appropriate Access

      In order to effectively hire and manage a work-study employee, you'll need Banner, HireRight, and Job Board access.

      Banner Access:


      HireRight Access: In order to submit a background check for a student employee, you'll need access to HireRight. To obtain access, submit a support ticket (choose "Employment" and then "HireRight" from the drop-downs). You'll receive an email with instructions for completing a short course and quiz through Canvas, and will receive another email with your credentials once your access has been approved.

      Student Employment Job Board Access: If you've never posted a position to our job board, request login permission. You'll receive an email once your account has been approved.

    • Step 2: Post your Position and Collect Applications

      All work-study positions must be posted to our job board. To post your position and collect applications:

      1. Log in to your account and click "Add a new Job."
      2. Select the type of position you'd like to post (you can post both work-study and non work-study positions to our job board).
      3. Enter all of the information for the job, make updates to the application (if desired), and submit.
      4. We'll email you within 1-2 business days when your position is posted, and you'll receive an email each time a student submits an application.


      Find additional information in our website user guide.

      Determining Pay Rate:

      When determining pay rate, we recommend referencing the table below. Jobs are classified into five grade levels depending on job responsibilities, required skills and experience, level of supervision, and degree of decision making. Hourly wage should also be based on equity within the department.

      Suggested Job Grade Pay Rates
      Grade Description Min Mid Point Max
      0 Entry-level position that involves routine or repetitious work. Little or no experience is required. $11.10 $12.05 $13.00
      1 Responsibilities require basic knowledge of assigned tasks. Requirements include some previous work experience. $12.50 $13.25 $14.00
      2 Responsibilities require proficiency in an area of specialized knowledge or skill. Requirements include previous work experience and ability to work with minimal supervision. $13.25 $14.25 $15.25
      3 Responsibilities require a considerable degree of proficiency in an area of specialized knowledge or skill. Requirements include previous work experience, supervisory experience and/or advanced coursework, and the ability to work with minimal supervision. $14.25 $15.50 $16.75
      4 Requirements may include advanced training, related work experience, supervisory experience and/or advanced coursework, and the ability to work with minimal supervision. $15.50 $17.25 $19.00
    • Step 3: Verify the Student Has Work-Study

      Before you submit a hiring request, you should verify that your student has an accepted work-study award.

      1. Log into Banner.
      2. Enter RZIWORK in the search bar.
      3. Type in the student's ID number or search for the student's name in the ID bar and press the Go button. (Be sure the appropriate aid year is listed.)
      4. If you see a fund listed in the "Work Awards" section with a status of "A", you can submit a hiring request.


      If the fields are blank, the student does not have work-study.

      > View Screenshots

    • Step 4: Submit a Background Check (if needed)

      All students must pass a background check before they can be hired. To request a background check:

      1. Log into PioneerWeb.
      2. Go the Employee tab.
      3. Navigate to Employment Actions > Hiring > Non-Benefited Hiring > Non-Benefited Background Check Request
      4. Log into the HireRight system.
      5. Click on New Order.
      6. Select the type of background check from the drop-down menu (for most work-study positions, it will just be criminal check).
      7. Complete the form and click Next.


      The student will receive an email instructing them to begin the background check, and you check the status at any time through your HireRight account.

      Important note for current/returning students: A background check is not required for students who are currently employed by DU, or whose first day of employment in your position is less than 120 days from their last separation date.

    • Step 5: Submit the Hiring Request

      Once you have received confirmation from the background check, you can submit the Hiring Request.

      1. Log into PioneerWeb.
      2. Go the Employee tab.
      3. Navigate to Employment Actions > Hiring > Non-Benefited Hiring > Work Award Hire
      4. Click "Work Award Hire."
      5. Enter the student's ID and start date (Note: The start date for the 2019-20 academic year cannot be any earlier than July 8, 2019.) 
      6. Complete the required fields.
      7. When entering the job description, you must copy and paste the entire posting from your approved position on the student employment job board. We need to have everything from the job title to the education required entered from your job posting into the hire request for audit purposes.


      Once submitted, it will require approval from your Budget Officer and the Office of Student Employment. Both the supervisor and student will receive an email when the hiring request has been approved.

    • Step 6: Student Completes Paperwork with Shared Services

      Once you have received confirmation that your hiring request has been approved, your student will need to complete an I-9, Affirmation Statement, and W-4 with Shared Services (unless the student is already employed with DU). This must be done within 3 days of the student's first day of work. Students will need to bring acceptable documentation to complete the I-9 to Shared Services in the Administrative Office Building on 2601 East Colorado Avenue.

      Once that process has been completed, the student will have an Employee tab in PioneerWeb where they need to complete the Confidentiality Statement, Patent Agreement, set up Paycheck Direct Deposit, and enroll in electronic W-2s.

    • Step 7: Approve Hours Worked in PioneerTime

      Once hired, you'll need to determine the work schedule with your student, who will log hours worked through PioneerTime. Students are paid every two weeks, and supervisors will need to approve timecards at the end of each biweekly pay period. 

      Instructions and resources for using PioneerTime can be found on the Employee tab of PioneerWeb under "My Resources."

      > 2019 Payroll Calendar

    • Step 8: Monitor Earnings using RZIWORK

      Remember, students cannot earn more than their work award for the academic year, and any earnings above their award must be charged to your department.

      Throughout their employment, you should monitor how much the student has earned, how much is remaining in their work award, and their enrollment. A student must remain enrolled at least half time (6 credits for undergraduates, 4 credits for graduate students) in order to continue employment through work-study.

      All of this can be viewed on the RZIWORK screen in Banner.

      > View Screenshots

    Join the Supervisor Listserv

    Get updates regarding the work-study program, including policies changes, important dates and events. 

    Join Now

    Upcoming Important Work-Study Dates

    • July 1, 2019 - First day to submit hiring requests for 2019-20 work-study employees
    • July 8, 2019 - First day students with 2018-19 work-study can begin working
    • July 15, 2019 - Deadline to accept work-study in PioneerWeb for 2019-20
    • October 18, 2019 - Deadline to secure a work-study position (except students studying abroad in the fall quarter—their deadline is January 1st)

    Frequently Asked Questions

    • I already have a student I want to hire and don't need to recruit. Do I have to post the job anyway?

      For work-study positions, there must be an approved job description in the job board for audit purposes. However, it doesn't need to be posted for students to see. When you are on step 3 of submitting a job description, you can choose "put it in storage for me" when answering the question "Do you want the job listed immediately after it's approved?" This will keep the position in the system, but it will not be posted for other students to see. If you change your mind later, you can always log in and change the status to listed.

      For non-benefited positions, you don't need a job description listed in the job board.

    • I'm hiring the same work-study employee as last year. Do I need to submit another background check?

      Probably not. If the student was previously employed at DU within the last 120 days, another background check is not required. However, you must still submit the hiring request through PioneerWeb in order to hire the student.

    • How many hours per week can a student work?

      While there isn't a limit to the number of hours a student can work per week, we don't recommend that students enrolled full time work more than 20 hours per week. However, work-study funds cannot be used to pay for overtime hours. Wages for hours worked over 40 hours per week must be paid out of departmental funds.

    • Can students work during University breaks?

      Yes. If the department is open and supervisors can approve time, students may work during breaks (this includes winter break, spring break, etc.). However, remember that work-study funds cannot be used to pay for overtime hours.

    • Is there a limit to how long a student can work?

      Yes. Work-study earnings are limited to the student's work-study award. For example, if a student's work-study award is $3,000, that's the maximum amount he or she can earn during that academic year. Be sure to factor that in when putting together your student's work schedule. You can monitor earnings through the Banner form RZIWORK.

      Non-benefited students can only work up to 1,000 hours per year.

    • How much should we pay our student employee?

      When determining pay rate, we recommend referencing the table below. Jobs are classified into five grade levels depending on job responsibilities, required skills and experience, level of supervision, and degree of decision making. Hourly wage should also be based on equity within the department.

      Suggested Job Grade Pay Rates
      Grade Description Min Mid Point Max
      0 Entry-level position that involves routine or repetitious work. Little or no experience is required. $11.10 $12.05 $13.00
      1 Responsibilities require basic knowledge of assigned tasks. Requirements include some previous work experience. $12.50 $13.25 $14.00
      2 Responsibilities require proficiency in an area of specialized knowledge or skill. Requirements include previous work experience and ability to work with minimal supervision. $13.25 $14.25 $15.25
      3 Responsibilities require a considerable degree of proficiency in an area of specialized knowledge or skill. Requirements include previous work experience, supervisory experience and/or advanced coursework, and the ability to work with minimal supervision. $14.25 $15.50 $16.75
      4 Requirements may include advanced training, related work experience, supervisory experience and/or advanced coursework, and the ability to work with minimal supervision. $15.50 $17.25 $19.00
    • Can students study while at work?

      No. While the name of the program is somewhat misleading, students should not be compensated for studying while at their work-study job. These positions are meant to enhance the academic and professional development of students while they're in college, and should be treated as such.

    • Can students have more than one job?

      Students are not permitted to be employed in more than one work-study position at a time, and work awards may not be utilized in combination with a GTA/GRA within the same quarter or semester.

      However, students are permitted to hold a work-study position and another on-campus non-benefitted position at the same time.

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