After hiring a student and in advance of a student’s first scheduled shift, a Payroll Authorization form needs to be completed. A student should not begin work until the Payroll Authorization form has been completed and turned into the Business Office. The hiring supervisor should complete the form, sign, and return it to the Business Office as soon as possible.
Students who have worked on campus previously will have a Payroll Authorization form sent from the Business Office (Regular Pay) or Financial Aid Office (FWS) to their campus mailbox at the beginning of each term. If students have not worked on campus previously, they will need to complete the federally required I-9 and W-4 payroll paperwork before being eligible to receive a Payroll Authorization form. Both the I-9 and W-4 forms should be completed by the student and turned into the FWT & CDO for processing—after which a Payroll Authorization Form will be sent to the student’s mailbox. In signing this form, student mark off that they have read and agree to the Terms and Conditions of Employment. Students should give their Payroll Authorization form to their supervisor for processing.
A Payroll Authorization form is required for each position a student holds on campus. Students can request subsequent Payroll Authorization forms from the FWT & CDO.
Once the Payroll Department has processed a hired student’s Payroll Authorization form, the department supervisor will receive timesheets for that student. FWS student timesheets are distributed by the Financial Aid Office; and Regular Pay student timesheets are distributed by the Business Office. A payroll schedule is emailed to supervisors and sent to all student campus mailboxes at the beginning of each term and appears above.
Timesheets need to be collected for each student working in a department and all hired students should be informed of the department’s timesheet due dates and procedures. For each pay period, supervisors review timesheets, verify hours, sign, and submit forms to the Business Office (for regular pay) or Financial Aid (for FWS) in accordance with the payroll schedule. Late student timesheets will be processed through the next scheduled payroll period. Supervisors are encouraged to keep track of hours worked for each student to ensure that the student payroll does not exceed the department budget or the $1,150 per student term maximum. Student paychecks are sent directly to their campus mailbox.