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PAYROLL STUDENT EMPLOYMENT TIPS 2006

• Work Study student employees cannot work in excess of 20 hours per week (no exceptions).
• Student Assistants cannot work in excess of 20 hours per week as long as classes are in session (during the academic year).
• The maximum amount of hours Student Assistants can work on a monthly basis can be found on the Student Assistant Payroll Calendar along with deadlines for which hours worked must be submitted to Payroll to ensure that the students will be paid in a timely manner.
• The maximum amount of hours Work Study Student employees can work on a monthly basis can be found on the Student Assistant Payroll Calendar, along with deadlines for which hours worked must be submitted to Payroll, by the Financial Aid Department, to ensure that the students will be paid in a timely manner.
• Please be careful when posting hours worked for Student Assistants and Work Study students, as both categories (job codes) appear on the Student Listing Report.
• Please report hours worked separately for each pay period. Do not combine hours worked for multiple or incorrect pay periods. Please report hours physically worked and avoid estimating hours to be worked (reporting hours worked prior to the student completing them). If late being submitted to Payroll, please turn them in as they are received. Do not wait until the following pay period.
• Departments are required to submit a justification memo to Payroll, attached to the Student Assistant Listing Report (to report the monthly hours worked), with appropriate approvals of the overage.
• Student Assistants with a five (5) week break or more between quarters, or during academic breaks, must be ‘bridged’ (must contribute to ‘retirement’ (7.5%) and ‘medicare’ taxes (1.45%) and cannot utilize their FICA exemption status during that time (not paying retirement or medicare taxes).
• The Student Assistant Listing, Non-Resident Alien (NRA) Student Listing, Bridge Student Assistant Listing (when applicable) reports are available to departments on the day following our Master Payroll cut-off dates. The dates can be found on the Payroll Faculty and Staff Deadline Calendar
• The State Administrative Manual (SAM) 8580.2 states: "Salary warrants will not be mailed for employee convenience". Warrants are required to be signed for by the appointed department representatives or the employees themselves (when applicable). This is also an audit requirement.
• Represented Student Classifications (Collective Bargaining Agreement – R11):
  • 1150 – Instructional Student Assistant
  • 1151 – Instructional Student Assistant – On-Campus Work Study
  • 2353 – Teaching Associate – 12 month
  • 2354 - Teaching Associate – Academic Year
  • 2325 – Graduate Assistant – Monthly
  • 2326 – Graduate Assistant – On-Campus Work Study
  • 2355 – Graduate Assistant – Academic
• Non-Represented Student Classifications (E99):
  • 1870 – Student Assistant
  • 1871 – Student Trainee, On-Campus Work Study
  • 1872 – Student Trainee, Off-Campus Work Study
  • 1874 – Bridge Student Assistant
  • 1875 – Bridge Student Trainee, On-Campus Work Study
  • 1876 – Bridge Student Trainee, Off-Campus Work Study
  • 1868 – Student – Non-Resident Alien Tax Status
• Please keep copies of your Student Listing Reports that were submitted to Payroll, for payment requests, for your department’s records (for audit purposes).

Payroll Frequently Asked Questions