Frequently Asked Questions about Work Agreements

May I begin working before the work agreement is completed?

NO! To ensure Elon remains in legal compliance with applicable employment laws, you CAN NOT begin to work until you receive an email from Human Resources indicating you are eligible to begin employment.

What is the Start Date?

The start date is the first day the student is working in the position covered by the work agreement period for a given academic year. The start date cannot precede the first day of the academic year. The 2019 academic year begins June 20, 2019 and ends June 19, 2020.

What browser should I use?

There is a known issue with the work agreement process and Internet Explorer. You should use Google Chrome or Mozilla Firefox.

What are the steps for entering a student work agreement?

  • The supervisor enters the work agreement information in OnTrack.
  • If the student needs to submit their I-9 form or have their visa information verified then the supervisor will see a message in OnTrack and both the supervisor and student will receive emails explaining the next step. The work agreement status will be changed to HOLDING/STUDENT/I9, HOLDING/STUDENT/VISA or HOLDING/STUDENT/I9&VISA and the supervisor will not be able to proceed until the student completes all tasks.
  • Once the student has submitted their I-9 form and/or had their visa information verified then the supervisor will receive an email directing them to return to OnTrack to complete and submit the work agreement to Human Resources for approval.
  • Human Resources approves the work agreement and assigns the Position ID needed for the Payroll system.
  • The student receives an email notifying them of the work agreement and any needed tasks they need to complete such as submitting their tax and direct deposit forms.
  • The student accesses the work agreement in OnTrack, agrees to the terms of employment and accepts the position.
  • The work agreement is processed in the Payroll system.
  • The supervisor and student receive an email notifying them the work agreement has been processed and the student is eligible to begin employment.

What are the different statuses for a work agreement?

  • HOLD/STUDENT/I9 - The supervisor has entered information but cannot proceed until the student submits their I-9 form
  • HOLD/STUDENT/VISA - The supervisor has entered information but cannot proceed until the student has their visa information verified
  • HOLD/STUDENT/I9&VISA - The supervisor has entered information but cannot proceed until the student submits their I-9 form and has their visa information verified
  • PENDING/SUPERVISOR - The supervisor has entered information but not submitted it to Human Resources for approval
  • SUBMITTED/HR - The supervisor has submitted the work agreement to Human Resources for approval
  • RAPID REHIRE - The supervisor has completed the rapid rehire process
  • PENDING/STUDENT - Human Resources has approved the work agreement and the student is able to complete the work agreement
  • HIRED - The work agreement has been processed in the Payroll system and the student is eligible to begin employment

Why can't I access the work agreement?

If you are a supervisor and cannot access the work agreement for editing then the status is something other than PENDING/SUPERVISOR. Once a work agreement has been submitted for approval to Human Resources then it is not able to be changed.

If you are a student and cannot access the work agreement then the status is something other than PENDING/STUDENT. If you received an email about submitting your I-9 form and/or having your visa information verified, please read the message(s) and follow the directions.

Details

Article ID: 77481
Created
Mon 5/6/19 11:35 AM
Modified
Mon 9/9/19 9:39 AM
Internal or External
External