Payroll & Compensation:
Students
General Payroll Information
Forms
It is critical that all documentation such as I-9, Direct Deposit Authorization Form, and W-4 is completed as soon as you begin employment to ensure timely payment of your first check. Workers under 18 years of age must obtain a work permit prior to beginning employment. Your supervisor will provide you with a copy of the Student Employee Handbook.
We are required by federal law to verify that all employees are entitled to work in the U.S., and your employment is contingent upon verification of your work eligibility within 3 days after beginning employment.
Additionally, state law requires all males between the ages of 18 through 25 hired after February 1, 2003 to register for Selective Service to be eligible for employment. Applicants are responsible for signing a Statement of Selective Service Compliance attesting that they have registered. Refusal to register for selective service or failure to do so after the first day of employment will cause the applicant to be ineligible for employment. If the applicant is already hired, the offer will be rescinded. For more information regarding selective service and online registration go to www.sss.gov or view our Selective Service Registration FAQ.
International Student Employees
Along with the W-4 form, international employees must also download and complete the UW 1123 form, (form is on pages 25-26 of the International Tax packet) which is used to determine residency for tax purposes. Bring this form and your Passport, Visa, I-94 departure card, and your I-20 or DS2019 form to the Payroll Office, ES 107 to complete additional forms required by the IRS.
Timesheets
Most of our student employees record their hours worked using the web-based Kronos timekeeping system. Students log onto the application, select their job, and record their "ins" and "outs" via a time stamp process. Time for a particular pay period is recorded by you and subsequently approved by your supervisor following the close of the pay period.
Refer to the Student Reference for Kronos. for instructions on how to use Kronos.
Students who work off campus record their hours worked using a paper timesheet.
Pay Period
Students are paid on a bi-weekly basis. Student employees work a two week period and are paid for that time two weeks later on a Friday.
Direct Deposit
The University utilizes the Autmated Clearinghouse
(ACH) for making payroll payments. Your pay is automatically
deposited into the bank and account of your choice and is credited to
your account on payday. You can download the Direct
Deposit Authorization Form or you can pick up a form either in the Human Resources
Office or the Payroll Office, ES 107. If you are unfamiliar with the service,
access the Direct Deposit FAQ.
Students are not required to have federal work study earnings direct deposited; however, it is the most efficient, convenient, and secure way for you to receive your pay.
Payroll Deductions
Social Security
Student employees do not have Social Security tax (7.65%) deducted from their pay checks while they are enrolled in classes, provided they meet the minimum credit threshold for half-time status.
- At least 5.5 credits for undergraduate students each semester
- At least 4.0 credits for graduate students each semester
- At least 1 credit during a summer session
Social Security tax deduction must be taken from student employees' summer paychecks if they are not enrolled in summer sessions. You will not receive the deduction for those payrolls when you are attending a summer class(es).
W-4: Withholding
All new employees must have a W-4 Form on file with the Payroll Office before they can be put in the payroll system.
Guidelines
- Do not use a temporary address—the address on the W-4 is where the W-2 (earnings statement) will be mailed in January
- Use your legal name, no nick names
- Write legibly
New Forms Need to be Filed When:
- Change in marital status
- Change in the number of exemptions claimed and/or in the additional tax withheld
- Name changes
- If you graduate or transfer/drop out from the University and move, make sure to provide the Payroll Office with a new address so the W-2 gets mailed correctly
Federal and State Taxes
The amount of taxes deducted from each payroll check is determined by how much money is earned.
-Top-
|
