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On-Campus Employment Info

• Getting Paid

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Three Simple Steps to On Campus Employment

1) Work Authorization Form:

• A Work Authorization Form must be filled out and signed by both the student and the student's supervisor BEFORE the student starts working. The form must be completed and returned to either the Payroll Office, if the student is a first time student worker, or The Office of Student Financial Services, if the student has previously worked on campus. Both offices are located in Donnelly Hall.

2) Pay Levels and Rates:

• Must be paid in accordance with Pay Levels and Job Classifications.

Undergraduates:

• Undergraduate students may not earn more than $7.75 an hour during the academic year. If a higher pay rate is requested, it must be approved by the Vice President in charge of that particular department. This signed memo indicating the justification of a higher pay rate must be attached to the Work Authorization form in order to process it.

Graduates:

• Graduate students' pay rates range from $8.25 - $10.25 an hour. Unless the student has exceptional skills or they are grant funded projects paying higher amounts, the student should begin at $8.25 per hour and increase accordingly. If a higher pay rate is requested, it must be approved by the Vice President in charge of that particular department. This signed memo indicating the justification of a higher pay rate must be attached to the work authorization form in order to process it.

Different pay rates may be used during the summer and winter intersessions.

Summer Hiring Policies

Please note that there are separate Work Authorization forms required for the summer intersession. These forms are available in the Office of Student Financial Services or on our website at www.marist.edu/financialaid/forms.html. Employment during the winter and summer is always paid under Campus Employment. The pay rates for the summer intersession are determined by the department supervisor, but should not exceed $9 for undergraduates, or $11 for graduates. The pay rate should not increase more than $1.00 per hour from the student's academic year pay.

3) Payroll Procedures:

Federal law requires all employees to prove their eligibility to work in the United States PRIOR to working. This certification requires that the students come to the Payroll Office with their work authorization to complete an I-9. A copy of the I-9 form showing the substantiation requirements is attached for your information. We have found that many students do not come to campus with the documentation necessary to satisfy the I-9 requirements and that many are prohibited from working for several weeks until proper documentation is supplied. Even if you offer a student a job by completing a work authorization form for them, THEY CANNOT WORK UNTIL YOU RECEIVE VERIFICATION FROM THE PAYROLL OFFICE THAT THEY HAVE SATISFIED THIS FEDERAL REQUIREMENT.

Students working for the first time on campus will also be asked to complete the Federal tax form W-4 and the NYS tax form IT-2104 when they come to the Payroll Office to complete the I-9. Students who have previous assignments at the College have already satisfied the I-9 and tax form requirements. If the student has been previously employed on campus, the Work Authorization Form should be returned to the Office of Student Financial Services. If the student is a new hire, please forward the completed Work Authorization Form to the Payroll Office. The Director of Student Employment will review to make sure that the wage and employment conditions meet college policy. YOUR RECEIPT OF A TIMESHEET SHOULD BE CONSIDERED APPROVAL FOR THE STUDENT TO BEGIN WORK.

College Policy

• During the academic year, the college can only hire Marist students for on-campus positions through our student employment program. During winter and summer breaks, departments should make every effort to fill positions with Marist students. If you are unable to do so, contact Lisa Boyes Director of Student Employment.

Work authorizations

• The Office of Student Financial Services is responsible for all policies surrounding student employment.
• Work authorizations are required to be completed for all student employees.
• If a student will be working for you but the time worked will be charged to multiple accounts, both account numbers must be indicated on work authorization along with rate of pay and authorized hours for each.
• Students must not exceed the hours per week allocated on the work authorization.
• Students are not allowed to exceed a combined total of 20 hours in one week during the academic year.

The College follows NYS labor law for all employees.

• 6 or more hours require a ½ hour break.
• During winter and summer, overtime is paid when a student works more than 40 hours per week. However, College policy limits hours to 20 during the academic year.

Timesheets

1. Blank timesheets are not acceptable. Please call the Payroll Office immediately if you do not receive a timesheet for a student and believe that they have completed all required paperwork.
2. Show actual hours worked in the time in and time out box including lunch or break time.
   • Example: (9:00 am - 12 pm, 12:30 pm - 4 pm).
   • Please be sure to indicate am or pm. Some students work a day shift at one job and an evening shift at another. These timesheets will be held until the supervisors and students resolve the appearance of duplicated hours.
3. Record hours for week one and week two separately and total each week.
4. Please initial any and all changes or white outs.
5. Student must certify the hours that they worked with his/her signature.
6. Transfer the hours from the grid to the appropriate week in the Supervisor area.
7. Using a No. 2 pencil only, bubble in the hours for week one and for week two separately. Do not bubble total time in week one. Partial marks aren't accepted. Please bubble complete circles.
   • Bubble all 3 columns for the hours using a No. 2 pencil.
   • If hours for a week are zero, please bubble zeros in all three columns.
8. Supervisor must approve timesheet.
   • It is the supervisor's responsibility to verify the hours for accuracy. Be sure that the hours coincide with the hours bubbled.
9. It is the responsibility of the supervisor to deliver the timesheets to the Payroll Office by the due date. Students are not permitted to hand in his/her timesheet.

Student Payroll Reports

The payroll office provides two separate reports for supervisors to verify student employment information.

1. The first report will accompany batched timesheets. The report shows rate of pay, hours authorized to work, and the assignment number.
2. The second report will follow each student pay date indicating the hours the student was paid and at what rate.

Please take the time to look over each report for accuracy. Please notify Karen in the payroll office at extension 2310 immediately if you have any questions or concerns.