University Human Resources
Resources for Student Employees
Student Employment Job Hub
One stop for undergraduate student workers to manage their jobs in Workday at Brown University
From the overview screen, students can:
- Browse and apply for student jobs
- View and manage applications
- Enter and submit time worked
Search for open positions at Brown using filters to narrow preferences (i.e. job profile, department, work location and time type).
Centrally view application status for all positions.
Enter hours worked each week for on-time and accurate payments. Contact your manager with questions about time entry.
Additional Resources
Any duties that students may perform for compensation are subject to federal regulation under the Fair Labor Standards Act and the U.S. Department of Labor.
All students who work on campus must complete an I-9 Form prior to starting work. The I-9 Form is completed electronically in Workday.
Many undergraduate students have an academic year work component as part of their financial aid package, referred to as Federal Work-Study or Campus Employment. More information can be found on the Financial Aid website.
Using Workday’s Time Tracking functionality, hourly-paid student workers must enter their time in and out of their student job each week in order to be paid in a timely manner.
Direct Deposit
It is not required; however, employees are encouraged to sign up for direct deposit so timely payments are received. Students who do not set up direct deposit will receive paper checks delivered to their campus mailbox.
Resources for International Student Employees
The Office of International Student and Scholar Services (OISSS) provides information about a wide range of topics useful to incoming international students and scholars, both before and after their arrival in the United States.
- Find a job. All available student employment opportunities are accessible in Workday. Go to Workday@Brown Select "Workday Login" and log in using your Brown username and password. Once you are logged in, in the Workday search bar, type Find Student Jobs.
- Complete your I-9 Form at the HR Service Center in Page-Robinson Hall, room 213. The I-9 Form is a legal document and is a requirement. Students must complete this form before they start working. Refer to the List of Acceptable Documents for guidance on the types of documents required to complete your I-9 Form. Contact the HR Service Center for additional information.
Once hired by a department, you will also need to: - Apply for a Social Security card. Follow the steps for Applying for a Social Security Card described on the OISSS website. Having a social security card and number are required if you work in the United States. Carefully review and follow all of the instruction on the OISSS web site.
- Submit your information into Sprintax Calculus. Email foreignnationaltax@brown.edu to request a username and password from the Foreign National Tax Office.
- Open up a Bank Account for your paycheck to be deposited. (In the Fall, look for Banking Fair information as part of the orientation program.)
- Sign up for Direct Deposit so your paycheck can be deposited into your bank account without delay.
A U.S. Social Security number (SSN) is a nine-digit number issued to U.S. citizens, permanent residents, and temporary workers under section 205(c)(2) of the Social Security Act. International students who do not have a U.S. Social Security Number can begin working upon completion of the Form I-9.
However, a U.S Social Security number is required for tax purposes and is required to set up direct deposit in Workday. Once you have been hired for a job on campus, you have 90 days to apply for and provide a U.S. Social Security Number to the HR Service Center. Once a student receives their Social Security card, they must bring the card to the HR Service Center in Page-Robinson Hall.
Visit the OISSS website for information on the Social Security application process.
All international students, scholars, and staff are required to submit an income tax filing each year by mid-April for the time they are in the U.S. during the previous calendar year. Brown University provides its students and scholars with tax assessment programs (Sprintax Calculus) for those working or earning income at Brown and tax preparation software (Sprintax Returns) for non-resident aliens filing income tax returns.
All International students must enter their information into Sprintax Calculus by first emailing foreignnationaltax@brown.edu and requesting a username and password from the Foreign National Tax Office.
Only International Students who have a U.S. Social Security Number (SSN) can set up direct deposit with a U.S. bank account in Workday. The alternative payment method is paper paychecks, delivered to the employee's campus mailbox.
Please note, Payroll cannot process direct deposit until a valid U.S. Social Security Number is on file in Workday. Please contact the HR Service Center for assistance with entering a Social Security Number in Workday.
- International students can work no more than 20 hours per week when classes are in session. Working more than 20 hours when classes are in session violates visa requirements.
- International students are not limited when classes are not in session during designated University breaks (Winter or Summer).
Frequently Asked Questions
Students must complete the I-9 Form process and confirm with their manager that their job has been approved in Workday before they begin to work.
Non-exempt student workers are paid on the bi-weekly payroll. Students must enter and submit all hours worked in Workday every week by midnight on Saturday.