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 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 SHE employees actually work. Federal Work-Study students work approximately 8 hours per week based on their award amount. PACE students work approximately 10 hours per week.
   
   
   
   3. Working During Periods of Non-Enrollment
      
      During periods of non-enrollment (summer and/or breaks), a SHE 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. This is typically done through Workforce.

   
   
   

   The students time should be reported daily with the actual starting and quitting times. Both the student and the supervisor must approve the time sheet reported. Any falsification or misrepresentation of time worked is a serious offense and may be punishable under state law.

   
   
   

   If time is submitted late, the student's paycheck may be delayed.

   
   
   

   If a department submits time worked through PACE or FWS 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 every two weeks based upon the number of hours worked the previous two weeks. The pay can be directly deposited or 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.