Visit the SAP at Hopkins page for basic settings and navigation information, account information, finance, where to get help, and much more.
Those being hired will meet with the appropriate staff:
- Grants and Contracts Staff – student and other hourly positions, full-time and part-time staff positions
- Senior Academic Program Coordinator – Teaching Assistants
- Academic Program Manager – graduate student semi-monthly positions for research assistantships and departmental fellowships.
- Other positions not mentioned above, such as temporary positions and unusual or ad-hoc semi-monthly student positions will be addressed individually by either the Grants and Contracts Staff or Academic Program Staff as they are available.
Most undergraduate students, a few graduate students, and occasionally, staff are paid hourly and record their time with time cards.
Student Eligibility
The following students are eligible to work on the Homewood Campus, including teaching assistant and hourly-paid positions:
NOTE: American students who are part-time are not eligible for student work.
Hourly Pay
These are the rates effective June 1, 2021:
- Undergraduate Students – $16
- Graduate Students – $17
Note that some positions pay differently than these rates, depending on the salary stipulations of the grant or project.
Hiring
To hire a student for Undergraduate Assistant or Graduate Assistant hourly positions, contact Grants and Contracts Manager Alison Wampler.
Generally, this is the process to hire an hourly-paid student:
- The supervisor will notify Alison Wampler or another financial staff member by e-mail that the student is being hired. The e-mail must include the date of hire, the position hired, student name and contact information, and student year to determine hourly pay.
- After receiving the supervisor notification, have the student provide necessary identification and complete the following forms:
- Refer the student to the appropriate “Top 12” MechE webpage and tell him or her how time cards are to be submitted.
- In SAP Enterprise, look for the report that displays positions for Org Unit 10001495. Select an hourly undergrad position that’s open and if there are none, submit a Position Copy ISR to obtain one.
- Hire the student into that position and note the pernr, once hired.
- As approved time cards are received, submit the hours in CATS in SAP.
To assist in the teaching function of the Department, Teaching Assistant (TA) opportunities are provided to students who grade papers, conduct laboratories and hold office hours. TAs are remunerated for their efforts according to a formula that quantifies the number of hours required for a particular course, multiplied by an hourly rate, to be determined by the beginning of each semester.
Effective Fall 2021, the hourly rates are…
- Undergraduate Students – $17
- Graduate Students – $19
- Postdocs – rate is determined from the hourly rate of their full-time employment appointment.
The department tries to hire Mechanical Engineering students and postdocs where possible. Mechanical Engineering PhD students must act as a TA for two courses as part of their degree requirements and are paid.
Senior Academic Program Coordinator Kevin Adams plans and executes the Teaching Assistant budgeting, recruiting, and hiring process. Please contact Kevin directly with your questions.
“New Hires” can complete these ahead of time or you can view or print these forms from these links:
- New Hire Information Sheet – NOTE: this form asks for social security numbers and other sensitive data.
- When the form is completed, do not e-mail this form to anyone.
- Be sure to tell any new hires completing this form to NOT e-mail the form but to print and deliver the form directly to you.
- After completing the Hire ISR and other ISRs requiring a social security number, but before filing the form electronically, erase or cover all but the last four digits of the SSN.
Not all files are encrypted and secure, so this will protect the new hire, the department, and University from harm, fraud, and potential liability.
Time Cards
Time Cards must be used to record hours worked. Please use either:
How to Submit Hours
- Complete all sections of the time card.
- Name: the employee’s full name
- “Pernr”: the SAP personnel number
- Principal Investigator for Grant/CC: supervisor name
- Cost Center/Internal Order: the account number to charge salary
- Signature: employee signature and date. Both can be typed.
- PI/Supervisor Signature: supervisor’s signature and date. Both can be typed.
- Hours Submitted by…: leave blank, as the MechE staff will complete this.
- Have the Principal Investigator (PI) or designee sign the card to confirm and authorize the hours.
- Send the card by e-mail to meadmin@jhu.edu
- Subject line must read: “Time Card”
- Attach the completed time card.
- Designated staff will record the time in the CATS system in SAP and file the submitted time cards.
Deadlines
Time cards must be submitted by e-mail to meet the submission deadline of 2:00 p.m. one week before payday.
Visit the Hourly Payroll Submission Deadline Schedule for the deadline in the “Time Entry Cutoff 2:00 p.m.” column.
Hours submitted after the deadline will be paid at the next available pay period.
When submitting a Bonus Supplemental ISR for students, the Student Employment Office is required to collect certain information to monitor number of hours works to ensure federal guideline compliance. When using these Wage types, please provide the following information in the ISR’s Comments section:
- 3017 (“Student Supp-2nd Assign”) – list the number of hours worked per week, the hourly salary amount, and the date range of the assignment, as well as the type of work that the student is doing and for which department.
- 3055 (“Supplment proj-misc”) – state the type of work that the student is doing and for which department
- Note that Departmental Fellows and other “non-employee” positions cannot use these Wage types. Only 3018 (“Lump Sum Fellowship Pymt”) or 3020 (“Foreign Sourced Income”) may be used.
Contact the Student Employment Services office at 410-516-8414 with questions.
Use these semi-monthly pay rate calculators when determining the amount of pay for a partial pay period.
Ph.D. Students
PhD students do not have to pay for tuition, health insurance, and matriculation fees, as these are covered by the admission and financial aid offers.
PhD students who work for the Johns Hopkins Applied Physics Laboratory will have full tuition paid in the first year, and 80% tuition coverage from years 2-6. Salary and health insurance, in most cases, will be provided by the APL. We understand that the APL offers tuition coverage to pay some or all the 20% tuition.
Master’s – Hopkins alumni
Hopkins alumni returning for their master’s degree have partial financial aid. This include alumni returning after earning a BS degree or combined BS/MSE students continuing their master’s degree.
- 50% tuition – Dean’s Tuition Fellowship
- Coverage of full health insurance.
Matriculation fees are not charged. The Johns Hopkins Student Accounts office can help with questions about billing and payment information.
Master’s – New to Hopkins
Master’s students new to Johns Hopkins pay all of their expenes:
- Tuition – $28,505 per semester in 2020-21
- Health Insurance – $1,208 per semester in 2020-21
- One-time matriculation fee – $500
How to enter Department Graduate Aid (DGA) in SIS
The SIS Help for DGA Users provides a complete guide on how to enter Department Graduate Aid in SIS. This is where tuition, matriculation fee, health insurance, dental, and vision support are submitted for each student.
American students have the option of waiving the health insurance, dental, and vision.
Updated June 8, 2021
