STUDENT EMPLOYMENT PAYROLL PROCEDURE

I. Required Forms

Once a student has been hired for a student employment position, the student and supervisor (or other departmental designee) must complete the appropriate payroll forms, which are available from the OSFAS. The following forms are required:

1. Payroll Authorization Cards
   
   There is a payroll authorization card required for CSES, however, PACE and FWS do not require Payroll Authorization Cards.



2. Employee Withholding Allowance Certificate (W-4)
   
   The student employee should complete both sides of the Employee's Withholding Allowance Certificate (tax card). If the student has worked for the University in the past, he/she does not need to complete a new tax card unless changes are necessary.



3. Public Employees Retirement System (PERS)

To be exempted:

Under section 145.03, Ohio Revised Code, students who are employed by the university where they are enrolled and regularly attending classes may choose to be exempted from joining the retirement system by signing a request for Optional Exemption as a Student (F-3). The exemption will remain valid as long as the student continues to be employed by and attending the institution which certifies the F-3.

Students who choose to be exempted from PERS membership must continue to regularly attend classes in order for the exemption to remain valid. If students continue to work during the three-month summer break and are not enrolled in classes, they must begin contributing to PERS. However, once they return to class, the exemption remains in effect.

To participate:

Students choosing to participate in PERS should request a PERS personal history record from the Office of Student Financial Aid and Scholarships or the Payroll Office.

II. Payroll Procedures

1. Work Schedule
   
   
   1. Work and Academic Responsibilities
      
      Part-time student employment should not interfere with a student's educational goals; therefore, the student should attempt to establish a reasonable balance between his/her academic efforts and work schedule. The student and supervisor should decide on a mutually agreeable work schedule, and a student should never miss class in order to work.
   
   
   
   2. Working During Periods of Enrollment
      
      Student employees are permitted to work up to 20 hours per week/40 hours per pay period when classes are in session. The department will determine the number of hours per week that Centralized Student Employees actually work. Federal Work-Study students work approximately 10 hours per week.
   
   
   
   3. Working During Periods of Non-Enrollment
      
      During periods of non-enrollment (summer and/or breaks), a CSES employee can work up to 40 hours per week, provided funds and work opportunities are available. Work-Study and PACE employees do not normally work during periods of non-enrollment; however, special permission can be requested in writing from the OSFAS.



2. Time Reports
   
   

   The student and department must report time worked on the appropriate time sheet for the type of student employment.

   
   
   

   The time sheet should be filled out daily with the actual starting and quitting times. Both the student and the supervisor must sign the time sheet in ink. All signatures and the student's social security number should be legible. Any falsification or misrepresentation on a time sheet is a serious offense and may be punishable under state law.

   
   
   

   The student submits the completed time sheet to his/her supervisor (or other departmental designee) when finished working for the pay period. Both the student and the department are responsible for ensuring that the time sheet (and summary sheet for CSES and FWS) is submitted to the appropriate office (Payroll for Centralized employees and the OSFAS for FWS and PACE students). If a time sheet is submitted incomplete or late, the student's paycheck may be delayed.

   
   
   

   If a department submits a PACE or FWS time sheet for a student who is not authorized to be paid through those programs, that student’s wages will be billed to their departmental account. The OSFAS is responsible for making the final determination of a student’s eligibility for FWS or PACE and providing that information to employers.




3. Paychecks
   
   

   The student is paid by check every two weeks based upon the number of hours worked the previous two weeks. The paycheck is sent through the campus mail to the employing department. If a student works in more than one department, he/she may have to designate which department is to receive the paycheck. If a student's paycheck does not arrive as scheduled on a payday, the student and/or supervisor should contact the Payroll Office (for a CSES employee) or the OSFAS (for a FWS or PACE employee).