Payroll: Student Workers
Student Worker Guidelines
Students may not work more than 20 hrs per week when classes are
in session and 40 hrs per week when classes are not in session.
(i.e. school vacation, winter break, etc.)
Student Pay Rates:
- $8.00/hour Fall/Winter/Spring
- $9.00/hour Paraprofessional
- $9.50/hour Summer
- $10.50/hour Summer Paraprofessional
Students claiming exempt status on their Federal Taxes must complete
a new W-4 form each calendar year.
All International Students must meet with the International
Office and an International Student Payroll
Verification Form must be completed and submitted to the
Payroll Office along with completed tax forms. Form
8233 may be required as part of a treaty agreement.
Any stipends paid to International Students must be broken down
into hourly increments to be in compliance with USCIS.
Summer Employment:
New Studetn Trust Fund Authorization Forms required for summer employment beginning June 1st. All Fall/Spring semester employed will be terminated May 31th. Students on school break (e.g.,summer) over 5 weeks are subject to Medicare tax unless enrolled in summer school for at least 3 credits.
Paperwork
Before a student can begin work, required forms (listed below)
must be completed and submitted to the Payroll Office. Download
from Forms Section.
- Student Authorization For Employment
- Form I-9 Employment Eligibility Verification with copies
of valid IDs
- Form W-4 Employee's Withholding Allowance Certificate
IRS regulations require employers to remind employees to review
their W-4 status annually and to file a new W-4 if necessary.
Click on the following link to find helpful tools: W-4
Notification (PDF)
- Form M-4 Massachusetts Employee's Withholding Exemption
Certificate.
Direct Deposit:
All Students paid through Trust Funds are required to have Direct Deposit by the Commonwealth of Massachusetts. As part of the Commonwealth of Massachusetts direct deposit requirement, payadvices will be available electronically through the PayInfo website Fitchburg State College - Payroll - PayInfo It's free and easy. No more lost, stolen or misplaced checks. Your paychecks will be automatically deposited each payday into your bank account. Direct Deposit forms may be downloaded from the forms section and must be submitted directly to the Payroll Office.
If a pay check is generated, students may pick up their pay check in the Payroll Office after 12:00 noon on Friday of pay week. All paychecks and paper pay advices generated are held for one week and mailed to the student's home address the following Friday.
All student workers must complete an "Authorization For Employment" form prior to working. Supervisors are responsible for completing
the form including signatures of both the Supervisor and Employee
with appropriate dates and account numbers. A form must be completed
for each position held and a new form must be completed at the beginning
of each fiscal year. Fiscal year is from July 1, through June 30th
of the following year.
Time Sheets:
Since Students are paid only for hours worked, a student will not
be processed on a payroll without a signed Personal Services
Voucher. Work must be completed and vouchers signed by
supervisor. All payment vouchers must be submitted to the payroll
office on the Monday following the end of the pay period no later than 9:00 AM.
The Voucher must include:
- Hours Worked
- Hourly Wage
- Account Number
- Employee's Signature (If applicable*, see below for guidelines)
- Supervisor's Signature
- Dates
*Guidelines
for student signatures: In order to make the attendance
process easier for Supervisors, a weekly time log or attendance
sheet with the student signature may be maintained at the
department level. Please be aware that if the Department chooses
this option, these signed time logs and records must be maintained
for a minimum of seven (7) years for auditing purposes as
mandated by law. If an attendance log is not maintained, students
are required to sign the "Personal Services Voucher"
prior to submitting to the Payroll Office. |
The Personal Services Voucher is a two-part attendance record.
The white copy should be submitted to Payroll for processing and
the yellow copy should be retained by the originating department
for their records. Only Supervisors or College Staff (not students)
may deliver the vouchers to the Payroll Office. Blank vouchers may
be obtained from the Payroll Office as needed.
Personal Information Changes
Changes to your personal information, (such as name change, address
change, etc.) must be reported to the Payroll Office as soon as
possible.
Address Correction/Change Form (Download from
Form Section)
Payroll Schedule
The Student Payroll is currently processed using ADP on a bi-weekly
schedule. The following printable calendar lists payroll dates for
ADP paid employees. Please note, the pay weeks are listed
with even numbers. (i.e. 2, 4, 6, 8).
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