Payroll and Human Resources

New Hires

Payroll Information Form  (PIF)
New Faculty and Temporary Staff members only: Please complete the PIF Form prior to your first day of employment to be eligible to receive your Penn ID and Access to Canvas on your first day. The completed PIF can be sent to Weitzman Onboarding and Compliance Manager Stephanie Whaley at pdpay@design.upenn.edu

Onboarding
All New employees must complete all Onboarding tasks promptly. A set of emails from our Payroll system, Workday, will be sent to your personal email to complete. Please check your Spam folder to ensure you are not missing any notifications. For more information, please visit  Onboard@Penn

COVID-19 Policies
For information about Penn and Weitzman policies regarding COVID-19, including vaccination requirements and the mandatory completion of PennOpen Pass each day, please visit the COVID-19 section of this website.

Student Workers

Teaching Assistant
This position is only for students. Duties vary from course to course and from instructor to instructor. They may include holding office hours, conducting review sessions, reviewing cases and other class assignments, and grading exams. These duties should involve, on average, five to ten hours of work per week during the semester.  Teaching Assistants are paid monthly on the last business day of the month. 

Research Assistant
This position is only for students. Positions may be available within your department, please inquire with Department. Research Assistants are paid monthly on the last business day of the month.

Student Worker
Student workers are paid hourly and receive payments on a weekly basis. Positions are available throughout the Weitzman School and the University. Students cannot work more than 20 hours a week during the school year.  Students need to submit weekly hours via a timesheet in Workday every Sunday by 9:00pm ET to their Supervisor for approval.  Instructions on how to submit weekly time and other helpful tips, can be found here: Student Workers (upenn.edu)

Work-Study/International Student Work-Study
If you have been awarded Work-Study funds, you are eligible for Work-Study positions throughout the University. Work-Study students cannot work more than 20 hours a week during the school year. Please visit our Student Registration & Financial Services page for information regarding Federal Work-Study.

Hiring Officers

It is the hiring department’s duty to ensure that the candidate is legal to work in the US. If the candidate is uncertain, the individual should reach out to ISSS

To hire a student:

All student hires should be coordinated by the department, whenever possible. 

  • Teaching or Research Assistant: must be added to the department roster for fall, spring or summer.
  • Student Worker (hourly paid): upload the completed letter template to our shared PennBox folder.

​If you are a faculty member looking to hire a student worker from your own account, please use this hire request form

Any grant-funded hires need to be sent to the RSC at pdgrants@design.upenn.edu.

A student cannot hold an hourly and monthly paid position simultaneously in Workday, unless the hourly paid position is Work-Study. When a student holds a monthly and hourly paid position, the monthly position will be in Workday and the hourly position will need to be paid ‘manually’ by the school/center in which the hourly job is housed. In these cases a manual timesheet will need to be kept and emailed to pdpay@design.upenn.edu with the manager of the job cc’d by the 20th day of each month. 

To hire a Part-Time Lecturer: 
List the individual on your roster for spring, summer or fall. The individual must sign the appointment letter and upload it to the Office of Finance’s shared PennBox folder. New hires must also include the PIF form

To hire a staff member:

  • Temporary Workers: Upload the signed letter to the Office of Finance’s shared PennBox folder. New hires must also include the PIF form.
  • New full-time staff member: Please send the approved PIQ (approved by Chris Cataldo and our Compensation Partner with Penn HR) to Stephanie Whaley at pdpay@design.upenn.edu.

Pay Stubs and Tax Forms

Your paystub, W2 tax information, and other financial information you need as a member of the Penn community can be found in Workday.  You will need your PennKey and password to access this information.

Tax Treaties
For non US-citizen student workers: It is your responsibility to contact the Tax and International Operations Office at the beginning of each calendar year to check on your tax treaty eligibility.  Tax Treaty exemptions are granted on a calendar year basis for certain types of payments such as scholarship/fellowships and employment income.  All monthly paid individuals that are eligible to an exemption from Federal taxes should be contacted by the Tax and International Operations Office via email with instructions on the approval process. Please note, individuals must have a valid US social security number to be eligible for the exemption.  The University is unable to provide treaty benefits to weekly paid individuals.

Viewing your Paystub
Log in to Workday with your Penn key and password.  This site will guide on how to access your Payslip Self Service-Understand Your Payslip (upenn.edu)

Accessing your W2 tax form
Log in to Workday with your PennKey and password MyTax Info at Workday (upenn.edu)
(You must elect to receive your W-2 electronically. Please see page 5 of this tip sheet to do so.)

Access for Inactive Faculty and Staff
Go to the U@Penn portal and select U@Penn Access for Inactive Faculty and Staff under the heading "My Pay" on the left side.  Once you log in with your PennKey and password, you will have access to your paystubs under "My Pay" and all your tax forms under "My Tax Info"

Additional Compensation (One-time payments)

The Additional Pay process is necessary for Faculty and Exempt Staff members who are receiving payments for work done outside of their required duties.  To request an additional pay, supervisors will need to submit an email request to pdpay@design.upenn.edu with the employee’s name, services completed, date(s), budget code and necessary approvals* Additional pays require at least 7 days going through the approval process.  

For additional pay deadlines, please refer to the Penn Division of Finance’s website.

*For full-time employees:  Before committing to any activity outside of normal working duties, employees are required to secure written approval from their supervisor. Approval must be sought for any commitment outside the employee’s normal job duties for which the employee would receive compensations, including but not limited to consulting and teaching outside of the Weitzman School.

The full Weitzman School Additional Compensation policy.

HR Policies

Family Medical Leave Act (FMLA) for Full-Time Staff members
Visit the Penn Human Resources website to view the Family and Medical Leave policies
For additional questions Regarding Medical Leave, please contact the Weitzman School Onboarding Compliance Manager at pdpay@design.upenn.edu 

Paid Time Off (PTO) Accruals Staff

  • Weekly-paid staff members will need to document their Paid Time Off days on their weekly e-timesheet. Paid Time Off Balances can be viewed in Workday.

  • Monthly-paid staff will request Paid Time Off through the ‘Time Off and Leave’ app on their Workday dashboard. For questions, please reach out to Stephanie Whaley at pdpay@design.upenn.edu

Weekly Hour Limits for Students
Student Workers and Work Study Students cannot work more than 20 hours a week while classes are in session. During the summer, students can work up to 40 hours per week. Weekly hours depend on your supervisor’s need. 

Temporary Staff (New Sick Time)
Temporary Staff members must submit a timesheet and are paid weekly. Temporary Staff members are eligible for ACA benefits under certain circumstances. Temporary Staff members cannot work more than 40 hours a week and cannot exceed 999 hours in a fiscal year. The fiscal year runs from July 1-June 30.  

Beginning May 13, 2015, temporary workers who are appointed to work or who do work for the University of Pennsylvania in Philadelphia, PA, or the surrounding area (e.g., New Bolton Center, Morris Arboretum, Glenolden) for six (6) or more months in a calendar year will accrue paid sick leave at the rate of one (1) hour of sick leave for every 40 hours worked. The maximum sick leave accrual for eligible temporary workers is 40 hours in each calendar year. Eligible temporary workers can use no more than 40 hours of sick leave in each calendar year. Any unused and accrued sick leave will be carried over to the next calendar year. Upon termination, temporary workers will not receive payment for any unused or accrued sick leave. Temporary worker rights to sick leave under this policy shall in no case be less than those afforded by the ordinance or any other applicable law.

Benefits
You are encouraged to visit the Penn Human Resources site to view the entire range of benefits Penn has to offer. Once you obtain a PennKey ID and password, you’ll be granted full access under HR’s Faculty / Staff/ Retires tab to compare plans. 

If you have questions about your benefits please call the benefits solution center at 866.799.2329.