Navigating Employment at American University: A Comprehensive Guide
American University (AU) offers diverse job opportunities for students, faculty, and staff. Understanding the specific requirements and procedures for employment is crucial for a smooth onboarding and continued success within the university. This guide provides a detailed overview of the essential aspects of employment at American University, covering eligibility, required paperwork, payment procedures, and other important considerations.
Onboarding as a New Hire
Upon being hired at AU, new employees are assigned onboarding tasks that must be completed in Workday prior to their start date. This initial step is essential for integrating into the university's system and ensuring compliance with necessary regulations.
Completing the I-9 Employment Eligibility Verification Form
Within the first three days of employment, all new hires must complete the I-9 Employment Eligibility Verification Form. This form, available through Human Resources or your supervisor, verifies your legal eligibility to work in the United States. To complete the form, you must present original documents that establish your employment eligibility.
Document Verification with Human Resources
A crucial step in the onboarding process involves meeting with the Office of Human Resources to complete Section 2 of the I-9 form. During this meeting, you must present original, acceptable, and unexpired documentation that you previously uploaded to Workday. This verification is conducted on a walk-in basis.
Obtaining a District of Columbia Work Permit (if applicable)
If you are under the age of 18, you are required to obtain a District of Columbia Work Permit. Contact Human Resources for detailed information on how to acquire this permit.
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Completing Tax Forms
To ensure accurate tax withholding, new employees must complete the Federal Tax Form (W-4) and the appropriate State Tax Form. The State Tax Form depends on your residency: D-4 for DC, MW-507 for MD, or VA-4 for VA. Completing these forms with your permanent address helps avoid being taxed at the highest bracket. All paperwork should be submitted through your supervisor or directly to Human Resources.
Exemption from Withholding
It is important to note the conditions under which you cannot claim exemption from withholding. You cannot claim exemption if:
- Your income exceeds $950 and includes more than $300 of unearned income (e.g., interest and dividends).
- Another person can claim you as a dependent on their tax return.
Student Employment Opportunities
American University offers various employment opportunities for students, including those eligible for Federal Work-Study (FWS).
Federal Work-Study Program
The Federal Work-Study (FWS) Program provides eligible students with the opportunity to earn money to help pay for educational expenses. Eligibility for FWS is determined by the Financial Aid Office, and if you meet the requirements, an FWS award will be included in your financial aid package. Note that U.S. citizenship is required for the Federal Work-Study Program.
Finding and Applying for FWS Positions
Students can view student job postings to find on- or off-campus opportunities. The job search can be tailored to support AU faculty and staff by searching according to AU department. For those interested in tutoring, the DC Reads program offers relevant opportunities.
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Restrictions and Limitations
Students may hold only one FWS position at a time. However, they are allowed to pursue another part-time job or internship in addition to their FWS position. On average, FWS students work 8-10 hours per week.
Starting Work
In general, students may start working as soon as they have accepted their FWS award through the myAU portal, secured an FWS job, and submitted the necessary paperwork to Human Resources.
International Students: F-1 and J-1 Visa Holders
F-1 and J-1 students are admitted into the United States for academic study and exchange, respectively. Engaging in unauthorized employment for financial support is a serious violation of their visa status.
Optional Practical Training (OPT)
Optional Practical Training (OPT) is a temporary employment benefit available to F-1 students seeking work experience directly related to their major field of study. Eligible students may be authorized for up to 12 months of OPT per degree level.
STEM OPT Extension
For F-1 degree-seeking students who have completed at least one academic year and students currently on post-completion OPT who received a STEM-eligible degree, an extension to their OPT may be possible.
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Academic Training for J-1 Students
J-1 students may be eligible for Academic Training (AT), which allows them to participate in work experiences related to their field of study. The total AT period may not exceed the length of their course of study.
Payment Procedures
Biweekly Payments
As a student worker, you are paid every two weeks (bi-weekly). Payments are issued every other Friday, provided that timesheets are signed according to the payroll schedule.
Direct Deposit
Direct deposit is the recommended method for receiving payments. Funds are automatically transferred to the checking, savings, or EagleBucks account of your choice.
Time Entry in Workday
Time entry is managed through Workday. To enter your hours, navigate to the "Time Sheets" section in the myAU portal. Enter the number of hours worked, and electronically sign and verify your timesheet so that your supervisor can approve and submit it.
Social Security Number (SSN)
A Social Security Number (SSN) is required to receive payment for working in the United States.
Termination of Employment
Employment at American University can be terminated by either the employee or the supervisor at any time.
American Public University System (APUS)
American Public University System (APUS) is committed to providing high-quality higher education, with an emphasis on educating the nation’s military and public service communities. APUS offers accessible and affordable online programs designed to prepare students for service and leadership in a global society.
APUS Employment Opportunities
APUS employs dynamic individuals from diverse backgrounds to support its mission of making education accessible to all. The institution values its employees and promotes a positive work environment.
Faculty Positions at APUS
APUS faculty positions are 100% online, with courses starting monthly in 8- and 16-week formats. Faculty members connect to the virtual campus and MyClassroom Learning Management System remotely.
Faculty Requirements
Undergraduate instructors must hold a minimum of a master's degree from a regionally accredited institution, or a master's degree with at least 18 semester hours in the discipline they wish to teach. Graduate-level faculty must hold a terminal (doctoral) degree in their respective discipline.
Staff Positions at APUS
APUS offers full-time employees a generous and flexible benefits package, including company-paid education, employer-matched 401K, and competitive health and insurance plans. APUS has office locations in Charles Town, WV, and Manassas, VA, but also employs many individuals working remotely across the country.
Equal Employment Opportunity
American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university prohibits discrimination and discriminatory harassment against any AU community member based on race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information, or any other bases under federal or local laws.
Commitment to Veterans and Individuals with Disabilities
American University is committed to hiring veterans and military spouses and supports the policies of the Americans with Disabilities Act, ensuring fair treatment for all applicants and employees with disabilities.
Compliance with Federal Regulations
American University is required to comply with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and the Higher Education Opportunity Act (HEOA).
Clery Act
In accordance with the Clery Act, American University prepares an Annual Security Report containing campus crime statistics and descriptions of Public Safety's services.
Higher Education Opportunity Act (HEOA)
The 2008 HEOA Amendments require Title IV Institutions to collect and publish statistics related to fire and/or smoke events, as well as fire prevention policies and fire safety equipment in residence halls. American University's Department of Risk Management & Environmental Safety & Health prepares an Annual Fire Safety Report, released annually on or before October 1, in compliance with HEOA.
Additional Resources
For further information and assistance, American University provides various resources to support employees.
Human Resources
Human Resources is a key resource for all employment-related inquiries, including onboarding, paperwork, and policy information.
MyAU Portal
The myAU portal provides access to important resources and tools, including Workday for time entry and other employment-related tasks.
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