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.
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.
| Winter Break: | December 28, 2007 - January 10, 2008 |
| Spring Break | March 15, 2008 - March 23, 2008 |
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.
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:
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.
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.
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.
| Winter Break: | December 14, 2007 - January 10, 2008 |
| Spring Break: | March 15, 2008 - March 23, 2008 |
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.
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.
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.