Student Employees. Trust Fund/Graduate Assistant Returning Student Employee Requirements

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Baldwin Stafford
5 years ago
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1 Student Employees All payroll/authorization for Employment forms for Trust Fund and Graduate Assistants must be turned into the Payroll Office the first day the student reports to work. Federal Work Study contracts go directly to the Financial Aid Office. If contracts and pay vouchers are turned in on the same day, there is no guarantee that the student can be paid in the current payroll run. Trust Fund/Graduate Assistant Returning Student Employee Requirements Student Authorization for Employment completed in full and signed by both student and supervisor. Attached job description New Student Employee Requirements Student Authorization for Employment completed in full and signed by both student and supervisor Attached job description I-9 Employee Eligibility Verification Form To complete the I-9, original identification documents are needed. Typically students provide drivers license, signed social security card, birth certificate or passport. One list A document is required such as valid passport or one document from both list B and C may be used for verification of eligibility. The student may easily apply for a new social security card at the local Social Security Office if needed. Please see the I-9 form for allowable forms of identification. YOU MUST SEE THE ORIGINAL IN ORDER FOR THE I-9 TO BE VALID. DO NOT ACCEPT COPIES or FAXES. Supervisor: Please forward the completed I-9 with copies of the identification documents to the Payroll Office for our records.

2 W-4 Federal Employee Withholding Allowance Certificate This form is for Federal Tax Withholding. If the student is unsure about what to write, we typically tell them to speak with their parents. We cannot give out tax advice. If the student wants to claim exempt status, they must complete a new form each calendar year. If he/she is exempt, they should leave line 5 BLANK and write EXEMPT in line 7. They can claim exempt if they expect to make less than $8000 a year. M-4 Massachusetts Employee Withholding Exemption Certificate This form is for State Tax Withholding. Again, if the student is unsure, please refer them to their parents or a tax advisor. If he/she is claiming exempt, they should leave line 4 BLANK and check off Box D. If student is international, he/she is required to meet with the International Education Department. Appropriate forms will be completed there. Direct Deposit Form required for all students paid through our Trust Funds. All Trust Fund Student employees are mandated by the Commonwealth of Massachusetts to have his/her check directly deposited on pay day, they should complete the Direct Deposit form. They should include a voided check or a copy of a check for verification of the transit/routing and account numbers. Deposit slips do not always have the correct (if any) transit/routing numbers so checks are required. Some banks provide a form with the information for direct deposit this is acceptable as well. Direct Deposit verification will typically be done during the next pay cycle and providing all information was correct, students should see their paycheck deposited into their account within the next 2 pay periods. We receive a pay stub for these deposits that can be picked up in the Payroll Office on pay day. Any unclaimed pay stub or paycheck will be mailed to the student s home address one week after pay day. Authorization for Employment A separate Authorization for Employment is required for each position and each fiscal year. Supervisors are responsible for completing these contracts including appropriate dates, account numbers, hourly rates or stipend amounts and signatures. Note: Fiscal Year is from July 1 through June 30 of the following year.

3 Student Pay Rates Academic Year Level 1: $8.00 per hour Level 2: $9.00 per hour Summer Level 1: $9.50 per hour Level 2: $10.50 per hour Pay Vouchers or Excel Attendance Vouchers Trust Fund and Graduate Assistants should have time reported on Student Payroll Personal Services Voucher. The Federal Work Study students have time reported on the colored Student Payroll Time Card. The voucher/card must include: Student s name & last 4 digits of SSN (if you do not have the EMPLID#) Position/Department FOAPAL number Hours worked/hourly wage Total gross pay Student s signature (unless on time log) Supervisor signature Students may not work more than 20 hours per week when classes are in session. During winter, summer and spring break students may work up to 40 hours per week but no more than 8 hours per day. Only Supervisors or FSU Staff may deliver the vouchers/cards to the Payroll Office. They should not be delivered by a student. Students also cannot pick up blank payment vouchers/timecards. Pay vouchers/cards are due in the Payroll Office no later than Friday mornings at 9:00 AM. Vouchers/cards received after this time cannot be processed until the next week (may be the next payroll period). When there is a holiday, please watch for an regarding the adjusted payroll schedule (ie; Thanksgiving, Christmas and New Year s) Payment Vouchers that are turned in at the same time as the corresponding Authorization may not be processed until the next payroll period due to the payroll system limitations.

4 Please double check rate amounts, addition and multiplication. 15 minutes = minutes = minutes =.75 1 hour = 1 Excel Attendance The student s name, EMPLID, FOAPAL, contract end date and rate of pay are already entered on the sheet. You simply need to enter: week ending dates hours for each day (leave blank if they didn t work that day/week) There are formulas in place to add the hours and multiply by the rate to generate the gross pay. Several fields are protected so they cannot be changed except by the Payroll Department. You may also find it helpful to enter the Position (i.e. front desk, peer tutor, lifeguard, etc.) as some students have two jobs at different rates within the same department. If you have a new hire, we can add him/her on the sheet in Payroll. As long as the student has signed a time sheet that you will retain, they do not need to sign the Excel sheet. You must keep the student s signature on file for 7 years. You can submit the attendance one of two ways: Print the sheet, sign and date the top and submit the completed sheet to Payroll no later than 9:00am Friday morning. Request an electronic signature through the Payroll Office (we can the form to you). If you already have an electronic signature for HRCMS attendance you may use the same for all payrolls. Once you have an electronic signature, you will enter this on the attendance sheet in the Supervisor Signature section in white font and the file to ptattend@fsc.edu. Be sure to save the file with the current date or the current pay week number. Keep your original template blank for use in future weeks. Using this form instead of writing an individual voucher will save time, paper and should be easier to track student s time. It will also reduce addition/multiplication errors.

5 Pay Day Student Pay day is every other (Bi-weekly) Checks/stubs cannot be picked up until noon on that Friday and students need a license or student ID to obtain their checks. If the student does not pick up his or her check/stub, it will be mailed to the home address provided on the contract. They are mailed on the Friday following pay day.

Reed College Handbook For Student Employees

Reed College Handbook For Student Employees Reed College Handbook for Student Employees Cover Sheet/Table of Contents I. Student Employment Student Employment Mission pg 3 Student Employee Rights pg 3