You are here: American University Human Resources COVID-19 Guidance on Student Workers for Fall 2020

Student Workers Fall Guidance for Supervisors & Student Workers

As the fall semester approaches, there are many questions about student workers in our modified operating status to ensure the health and safety of our community.  

Fall student employment depends on where students are delivering services (teleworking or working) within DC, State of Maryland, or Commonwealth of Virginia (DMV), or outside the DMV region.  

General Information

Employment of students during the fall semester is exempt from the hiring freeze

The Hiring Freeze Exception Request Form is not required for fall student hires, but departments should continue to use the Hiring Freeze Exception Request Form for summer student hires.

Units will need to carefully manage their FY21 budget

In order to appropriately track and manage these expenses, units must submit a budget change (if necessary) to the Office of the Provost or the University Budget Office to ensure that all student wages will be fully funded and budgeted on the appropriate unit and object codes. The budget change should fully cover any student employees who are charged to unit budgets.

For students paid from Graduate Financial Aid (GFA) funds, the unit should abide by the available funding committed in their respective GFA allocation letters. The Office of the Provost and the University Budget Office will be tracking student wage expenses relative to budget on the respective student wages line items throughout the year.

Students who reside and deliver services (work/telework) from within the DMV

All categories of student employees who reside and deliver services (work/telework) from within the District of Columbia, State of Maryland, or Commonwealth of Virginia (DMV) will follow the usual hiring process and will be paid through the AU Payroll Office.

Non-FWS student workers who reside and deliver services (work/telework) from U.S. states outside the DMV

Non-FWS student workers who reside and deliver services (work/telework) from U.S. states outside the DMV will be hired by AU’s employment partner nextSource, who will provide payroll services to enable AU to hire out-of-area student employees.

The university will cover nextSource fees centrally, but the units will be responsible for the student salaries. Please see (link to nextSource Information and FAQs) for more information. 

Students with FWS Awards who reside outside the DMV

Students with FWS Awards who reside outside the DMV cannot be employed as FWS employees. These students should contact their Financial Aid counselor to convert their work study award into a Student Employment Opportunity Grant (“SEOG”).

Students who remain outside the U.S. 

Students who remain outside the U.S. (whether international students or U.S. citizens living abroad) for the fall semester cannot be paid via nextSource.

Graduate students who are outside the U.S. and who are receiving Graduate Financial Aid (GFA) or FWS will still receive their awards. In those cases, for graduate students, university departments may reduce the tuition in an amount equal to their CBA stipend/estimated semester pay amount assuming the reduction does not exceed tuition.

FWS students may convert their work study award into a Student Employment Opportunity Grant (SEOG). 

Fall 2020 Student Hiring Guidelines at a Glance
  Students Delivering Services (from permanent or in-session address) for Fall Semester;
Position Type In DC, MD, VA US, Outside DC, MD, VA Outside of US
Federal Work Study Hire and pay as customary through AU HR/Payroll. Financial Aid may convert FWS awards for work study students to a one-time SEOG grant. Financial Aid may convert FWS awards for work study students to a one-time SEOG grant.
GFA Stipends Hire and pay as customary through AU HR/Payroll. Work needs to be remote-capable. Units may hire through nextSource. AU will centrally cover nextSource fees. Reducing tuition to match CBA stipend/estimated semester pay amount.
Other Student Wages (includes WCL Dean Fellows, KSB & SPExS GFA) Hire and pay as customary through AU HR/Payroll. Work needs to be remote-capable. Units may hire through nextSource. AU will centrally cover nextSource fees. No payrolling opportunities exist through nextSource.
Other Student Stipends and Payments Hire and pay as customary through AU HR/Payroll. Work needs to be remote-capable. Units may hire through nextSource. AU will centrally cover nextSource fees. No payrolling opportunities exist through nextSource.
Resident Assistants and Desk Receptionist Duties Hire and pay as customary through AU HR/Payroll. These functions are to be performed on campus. No payrolling opportunities exist through nextSource.

 

Frequently Asked Questions about nextSource

Some of American University’s student workers will be residing and teleworking in states outside of DC, Maryland and Virginia (“DMV”) during the Fall 2020 semester. There is significant complexity to managing the payroll and employment compliance for individuals who reside and work outside the DMV, given the wide variability in employment laws and rules across different states. Like many other universities, AU has partnered with nextSource to serve as the Employer of Record for these employees which allows for continued employment opportunities at AU for students and ensures compliance for American University.

The nextSource program has been in place for adjunct faculty and staff since the summer of 2019 and will be used for non-FWS student workers for the Fall 2020 semester.

When a student worker delivers services (works/teleworks) outside the DMV, the university will hire these students through nextSource to ensure compliance with a wide variety of state laws and regulations.

An Employer of Record serves as the legal employer of an individual and that employee performs work for American University. An Employer of Record will handle personnel functions including payroll, taxes, time sheet administration and other transactions on behalf of AU for workers that deliver services (work/telework)outside the DMV. AU first retained nextSource as the Employer of Record in summer 2019.

nextSource is an established Employer of Record with over 20 years of experience handling HR and payroll processes for workers on behalf of employers, including several of AU peer institutions.

Non-FWS Students outside the DMV hired or reappointed to work for university departments for the fall 2020 semester will be hired through nextSource.

Students who are hired by nextSource will be required to complete new hire paperwork with nextSource. This process is automated and will include completing a new withholding forms for federal and state taxes and an I-9 form. They will begin to complete time sheets, if applicable for their position, through nextSource, and will receive their paychecks and W-2s from nextSource.

Most aspects of working at AU will stay the same. American University will continue to recruit, select, appoint and supervise students working in university departments. The students will continue to have AU ID Cards, AU email, and access to the AU systems needed to do their jobs. 

nextSource will issue W-2s for wages received from the date the student starts receiving pay through nextSource.

When university departments extend offers or reappointment for the fall 2020 semester, they will determine if the student will be teleworking from outside the DMV. In those cases, departments will notify AU HR by submitting a hiring e-action and AU HR will notify nextSource. nextSource will invite these students to participate in a briefing where they will learn about nextSource’s new hire paperwork and payroll processes and answer any questions that they might.

For more information about student hiring for fall 2020, contact HRPayrollHelp@american.edu.

Still have questions?

If you have questions that aren't addressed on this page, please email HRPayrollHelp@american.edu.