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Student Hire Payroll Guidelines

on this page:

• College Policy
• New Student Hire Procedures
  • Additional Requirements for International Student Hires
• Payroll Cycle
• Student Payroll Reports

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, STUDENTS CANNOT WORK UNTIL THE SUPERVISOR RECEIVES AN AUTHORIZED TIMESHEET FROM THE PAYROLL OFFICE THAT THEY HAVE SATISFIED THIS FEDERAL REQUIREMENT.

College Policy

• The College follows the NYS Labor Law for all employees.
• The Office of Student Financial Services is responsible for all policies surrounding student employment.
• The Payroll Office is responsible for payment to employees for hours worked.
• If the student is in attendance at Marist, they must be hired through the student payroll not the staff payroll.
• If the student is attendance at another College and it is during our summer break, they will be hired on the student payroll.

During the Fall and Spring semesters, College policy limits hours to 20 hours per week during the academic year. Students are only permitted to work 40 hours per week during the following breaks/weeks only. Please adhere to the start and end dates of the weeks below regarding a 40 hour work week. Students are not permitted to work 40 hours per week during Thanksgiving break or any other break other than indicated below.

New Student Hire Procedures

1. Payroll Requirements - Students working for the first time on campus must report to the Payroll office with a valid picture I.D., social security card, and completed work authorization form. In addition, the student will be asked to complete the following forms if they have not done so already.
   • W-4 Federal Tax Withholding Form
   • IT-2104 State Tax Withholding Form
   • I-9 Employment Eligibility Verification Form
   • Direct Deposit Agreement

   Payroll will then sign off on the work authorization and forward it to the Office of Student Financial Services where it is reviewed to make sure that the wage and employment conditions meet college policy. If so, an assignment is created in the HRS system. Only after the assignment is entered into HRS can a timesheet be generated.

   Students who have previously worked on campus, must return the completed work authorization form directly to the Office of Student Financial Services. Nothing else is required from returning students as they have already satisfied the I-9 and tax form requirements. However, if a student claimed Exempt from federal and state withholdings, the exemption does not carry over to the next calendar year. New withholding forms for exempt status must be filled out by February of each year.

   Additional Requirements for International Student Hires

   International students cannot begin working on campus until they have been offered a job on campus and have applied for a social security number with the Social Security Administration. Once they have done so, they should report to the Payroll office along with the following:

   • A social security card issued by the Social Security Administration
   • completed work authorization form
   • F1-Visa/I-94
   • I-20 from the DSO in the Registrar's office located in DN 203

   The student will then be given a W-4 (Federal Tax Withholding Form), IT-2104 (State Tax Withholding Form), an I-9 (Employment Verification Form), and/or for some countries Form 8233 (Exemption from Withholding on Compensation for a Nonresident Alien Individual) to complete the hire process. Please note 8233 forms expire at the end of a calendar year. To remain exempt status, a new form must be filled out each January.

2. Work Authorization Form

   • Work authorizations are required for all hourly student employees.
   • The student and supervisor must fill out and sign a Work Authorization form for each hourly job held on campus.
   • If a student decides to work during the winter or summer, a separate Work Authorization form must be completed.
   • 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.
   • Supervisor must inform the Office of Student Financial Services with the last day of employment via email when a student worker terminates their employment so the assignment can be ended. Please cc Patricia.Peabody@marist.edu on the email.
   • Supervisors who wish to employ minors must contact the Director of Student Employment located in the Office of Student Financial Services. Working papers issued by the school district will be required. Minors cannot exceed working hours stipulated by the New York Labor law.

3. Authorized Timesheets - Once the student (international or domestic) meets all requirements from both the Payroll Office and the Office of Student Financial Services, an authorized timesheet will be sent to the supervisor. RECEIPT OF A TIMESHEET FROM THE PAYROLL OFFICE SHOULD BE CONSIDERED APPROVAL FOR THE STUDENT TO BEGIN WORKING. If the supervisor does not receive a timesheet for the student worker, call the Payroll Office immediately. Students should not be working and cannot be paid until all requirements are met.

   If hours are submitted on a blank timesheet, the invalid timesheet will be returned to your office. You must then re-submit the hours on the pre-printed timesheet provided by the Payroll Office.

   1. It is the responsibility of the supervisor to deliver and date stamp the timesheets in the Payroll Office by 10:00 a.m. on the due date. Students are not permitted to hand in his/her timesheet.
   2. Show actual hours worked in the time in and time out box including lunch or break time. Break times must be shown on timesheets. 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. Timesheets with duplicate hours will be held until the supervisor and student can resolve it.
   3. Record hours for week one in the total week one block then record hours for week two hours in the total week two block. Do not combine the hours.
   4. Please initial any and all changes or white outs.
   5. Transfer the hours from the grid to the bubbled area in the Supervisor Only section.
   6. Using a No. 2 pencil only, please bubble complete circles in all three columns for week one and then again for week two. Do not bubble total time in week one. If hours for a week are zero, please bubble zeros in all three columns. Partial marks aren't accepted by the scanner.
   7. Students must certify the hours that they worked with his/her signature.
   8. Supervisor must approve timesheet. It is the supervisor's responsibility to verify the hours for accuracy. The supervisor should make certain that the hours in the grid coincide with the hours bubbled.
   9. Late timesheets will be processed with the next payroll cycle.
   10. Working 6 or more hours requires a 1/2 our break.

Pertinent Information Regarding Student Payroll and Employment

Stipends - Supervisors who wish to pay a stipend to student employees must contact the Director of Student Employment located in the Office of Financial Services for approval. Stipends are earned income and are subject to federal and state withholdings. Students receiving a stipend will be required to complete a Student Stipend Recipient Form (from Payroll) which tracks days and hours worked. The form must be submitted to the Payroll office according to the Timesheet Due dates on the Student Payroll Schedule.

Work Hours Limitation - During the Fall and Spring semesters, College policy limits hours to 20 hours per week during the academic year. Students are only permitted to work 40 hours per week during the following breaks/weeks only. Please adhere to the start and end dates of the weeks below regarding a 40 hour work week. Students are not permitted to work 40 hours per week during Thanksgiving break or any other break other than indicated below.

Children of Employees - Related persons shall not be employed in a situation where one relative exercises either direct or indirect supervision over the other.

IF THE SUPERVISOR DOES NOT RECEIVE AN AUTHORIZED TIMESHEET FROM THE PAYROLL OFFICE FOR A STUDENT WORKER, THE STUDENT SHOULD NOT BE WORKING. PLEASE CONTACT THE PAYROLL OFFICE IMMEDIATELY.

• Please direct any questions regarding student payroll to the Payroll Office at extension 2310.
• Questions regarding student employment issues should be directed to the Student Employment Office located in the Office of Student Financial Services at extension 3230.

Payroll Cycle

Timesheets are due in the Payroll Office every other Friday by 10:00 a.m. Please adhere to the payroll schedule to ensure a check on the pay date indicated. Late timesheets will jeopardize payment for that pay period.

Students are paid every two weeks. Checks are available for pickup and cashing on dates indicated on the Student Payroll Schedule in the Business Office located in DN 210 from 10:00 a.m. - 4:00 p.m. Students can pick up the paychecks in the Payroll Office DN 214 from 10:00 a.m. - 3:30 p.m. on all other days other than a pay date.

Student Payroll Reports

The Payroll office provides two separate reports for supervisors to verify student payroll information. Please take the time to look over each report to verify that the information is correct. Please notify Patricia in the Payroll Office at extension 2310 immediately if you have any questions or concerns.

• Checklist to Timesheets will accompany batched timesheets. The report shows rate of pay, hours authorized to work, and the assignment number for verification by supervisor.
• Student Labor Verification by Account will follow each student pay date indicating the hours the student was paid and at what rate for that pay period.