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STUDENT PAYROLL

STUDENT PAYROLL. Prepared by Business Services Jackie Tauer. TYPES OF STUDENT PAYROLL. REGULAR PAYROLL (Funded by hiring department) WORK STUDY PAYROLL (Awarded by financial aid office – need based) GRADUATE ASSISTANT PAYROLL (Funded by hiring department). Enrollment Requirements .

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STUDENT PAYROLL

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  1. STUDENT PAYROLL Prepared by Business Services Jackie Tauer

  2. TYPES OF STUDENT PAYROLL • REGULAR PAYROLL • (Funded by hiring department) • WORK STUDY PAYROLL • (Awarded by financial aid office – need based) • GRADUATE ASSISTANT PAYROLL • (Funded by hiring department)

  3. Enrollment Requirements • Academic Year • Work Study: Enrolled in 12 or more credits • Regular Payroll: Enrolled in 1 or more credits • Summer: • Work Study: Enrolled in 6 or more credits • Regular Payroll: Enrolled in summer or pre-registered for at least 1 credit in fall.

  4. I-9 EMPLOYMENT ELIGIBILITY VERIFICATION Only required for initial hire http://www.uscis.gov/files/form/i-9.pdf W-4 EMPLOYEE’S WITHHOLDING ALLOWANCE CERTIFICATE Only required for initial hire or if student chooses to change withholding http://www.irs.gov/pub/irs-pdf/fw4.pdf?portlet=3 STUDENT PAYROLL AUTHORIZATION Required for every student http://www.smsu.edu/Administration/BusinessServices/StdtPayAuthorization.pdf DIRECT DEPOSIT: IS REQUIRED FOR STUDENTS. SET UP AND CHANGES TO DIRECT DEPOSIT MUST BE MADE BY STUDENTS THROUGH THEIR ESERVICES ACCCOUNT. ADVISES ARE ALSO AVAILABLE TO VIEW IN ESERVICES. INTERNATIONAL STUDENTS ARE REQUIRED TO COMPLETE ADDITIONAL FORMS. THEY MUST SEE GINA IN THE BUSINESS SERVICES OFFICE. FORMS REQUIRED

  5. PROBLEM AREAS • I-9 FORM • CHECK BOX FOR CITZENSHIP • SIGN FORM • ONE DOCUMENT FROM LIST A OR ONE ITEM FROM LIST B AND ONE FROM LIST C

  6. PROBLEM AREAS • W-4 FORM • CHECK SINGLE OR MARRIED BOX • IF STUDENT CLAIMS “EXEMPT” IN BOX 7, BOX 5 SHOULD NOT BE COMPLETED • SIGN FORM

  7. AUTHORIZATION • STUDENT MUST READ THE COURT-ORDERED CHILD SUPPORT QUESTION, FILL IN THEIR STATE AND SIGN THE FORM. • STUDENT, SUPERVISOR & DEPARTMENT CHAIRPERSON MUST ALL SIGN FORM

  8. PROBLEM AREAS • Please review all forms before sending them to Business Services. Missing information will delay the student’s payment. • Keep your students happy by submitting complete forms.

  9. PAYROLL PROCESS • APPLICATION – HIRE PROCESS • JOB DESCRIPTION (PER AUDITORS) • COMPLETE REQUIRED FORMS AND SEND THEM TO BUSINESS SERVICES • TIMESHEET WILL BE SENT TO DEPARTMENT

  10. PAYROLL PROCESS (Cont’d) • TIMESHEETS ARE DUE IN BUSINESS SERVICES THE LAST TUESDAY OF THE PAY PERIOD. • STUDENTS WILL BE PAID THROUGH DIRECT DEPOSIT ON FRIDAY – TEN DAYS AFTER THE PAY PERIOD ENDS (same as SMSU employee payroll). PAY ADVICES MAY BE VIEWED OR PRINTED THROUGH ESERVICES.

  11. Hour Limitations Students are limited to 20 hours a week while taking classes regardless of working in multiple departments. During scheduled breaks or holidays students are allowed to work up to 40 hours a week.

  12. TIMESHEETS • HANDWRITING MUST BE LEGIBLE • RECORD CORRECT DATES AND TIMES • STUDENTS ARE LIMITED TO 20 HOURS PER WEEK WHILE ENROLLED (record prior worked hours with correct dates and times). • STUDENT MUST SIGN TIMESHEET (SUPERVISOR MUST NOT SIGN FOR THEM)

  13. TIMESHEETS (Cont’d) • SUPERVISOR MUST SIGN TIMESHEET • REVIEW HOURS FOR ACCURACY (ESPECIALLY DURING A PAY PERIOD WITH A HOLIDAY OR STUDENT BREAK) • SUPERVISORS MUST DELIVER TIMESHEETS TO BUSINESS SERVICES (NOT STUDENTS)

  14. Job Description Example • Job Description ~Business Services • Student Workers • Job Duties: Typing, Filing, Assist with billing, Assist with sorting mail, and other duties as assigned. • Qualifications: Attention to detail, computer knowledge of Microsoft Excel and Word, Good Communication skills • Responsibilities: Attendance for scheduled work hours

  15. BUSINESS SERVICE CONTACTS • PAYROLL CONTACTS • LORI CARON (6197) • GINA MODICA (6386) • JACKIE TAUER (7157) • CASHIER CONTACT • JANE LARSEN (7117)

  16. FINANCIAL AID CONTACTS • Keri Roeller: Ext 6281 Work Study Award Amounts Increases/Decreases to Work Study Amounts • Bridget Arkell: Ext 7361 • David Vikander: Ext 6448 Work Study Department Allocations

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