A Guide for Supervisors of Student Payroll

What is included…• An overview of Student Payroll @ WIT

• FWS vs. LWP Student Payroll

• Student Payroll Job Postings

• New Hire Paperwork, Authorization to Work & Pay Rates

• Timesheets

• Student Payroll Schedule and Paycheck Pickup

• iPay Statements at WIT 2

An Overview of Student Payroll

There are two types of student employment at WIT:

Federal Work Study and Leopardwork

What is Federal Work Study (FWS)?

• WIT and the federal government jointly fund the Federal Work Study program.

• The program is designed to give students employment opportunities that will help them meet educational expenses such as books, supplies, and transportation while attending classes.

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FWS Student PayrollHow does a student receive Federal Work Study?• FWS is awarded to freshmen and sophomores.• WIT work (WITWK) is awarded to juniors

and seniors and follows the same guidelines and policies as FWS.

• FWS and WITWK are awarded to students through the Financial Aid Office.

• A student must file a FAFSA and demonstrate financial need according to federal guidelines.

• A student must be enrolled at least half-time in a degree program, maintain satisfactory academic progress and be eligible to work in the US.

• FWS funded students can work until June 30th. WITWK funded students can work until the last day of 4

Summer classes.

FWS Student Payroll

• Please note that being eligible for FWS funding does not guarantee a student a job on-campus.

• The student must be able to:

• Perform the responsibilities of the position.

• Have a schedule that matches the needs of the position, and

• Perform the work professionally.

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LWP Student Payroll

What is Leopardwork (LWP)?

• Leopardwork is funded by WIT.

• Unlike FWS and WITWK, financial need is not a determining factor for the eligibility of this program.

• However to be eligible for LPW, a student must be enrolled at least half-time in a degree program and maintain satisfactory academic progress, and be eligible to work in the US.

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Student Payroll Job Postings

If you need a job posting added to the website, please send the information to studentwork@wit.edu

The job posting template is located on the website at https://wit.edu/student-employment/by-title

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New Hire Paperwork for Student Payroll

Before a student starts working on campus they must complete the following documentation PRIOR to their first start date:

• A Student Employment Contract (defines the student’s rights & responsibilities)

• I-9 Form (verifies employment eligibility to work in US)• W-4 Form (determines how much federal and

state taxes to withhold from a paycheck)

All forms are located on the Student Service Center website: https://wit.edu/student-employment 8

Student Payroll Authorization to Work

• Once a student begins working they must be paid

according to the payroll schedule.• Although a student has selected a job and completed

the necessary paperwork, a “new hire” MAY NOT begin working until their supervisor has been notified by the Payroll Office that the student's paperwork has been processed and they are officially in the payroll database.

• Under no circumstances should you let a “new hire” student begin working without prior authorization from the payroll office.

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Student Payroll Pay Rates

• Each job on campus has already been assigned a pay rate and these rates may not be changed.

• Any questions about rates should be directed to Financial Aid.

• Please note minimum wage has been raised to $12 an hour starting on January 1, 2019.

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Student’s Timesheet Responsibility

Does a student need to submit a timesheet?

YES - All students must submit their timesheets bi-weekly to their supervisors for approval. Their time timesheets must be:

• Properly completed (full name, ID, Department).

• Recorded with the actual time worked – providing the exact time worked (note at least one half hour of lunch must be taken for any students who work over 6 hours in a row, as required by law).

• Signed and approved by supervisors.

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Supervisor’s TimesheetResponsibility

• Each pay period you will need to submit a completed and signed timesheet for each of your student employees.

• You will also need to email an excel summary sheet to the payroll office.

• Please keep in mind that by signing each timesheet you are taking full responsibility for its accuracy.

• Before signing off on a timesheet you should check the following items:• Is the timesheet completed in ink?• Are the name, job, and hours legible?• Did the student sign the timesheet?• Are the hours worked accurate?• Did the student work 16 hours or less?• Is the correct timesheet used? (Federal Work Study vs. Student Employment)

• Keep in mind that all student employment timesheets submitted come out of your department’s budget for Leopard Work. 12

Supervisor’s TimesheetResponsibility

• Summary spreadsheets and completed timesheets are due in the Payroll Office no later than 10am on Monday of the current pay week.

• Timesheets MUST be delivered in person by a full time WIT employee

• Please alphabetize the timesheets before bringing over.

• Please DO NOT send timesheets via interoffice mail as this may delay processing.

• In addition, for work study students, you must ensure that they have available work hours remaining on their award before allowing them to work each pay period. If they do not have any remaining hours and you continue to let them work, the Controller's Office will post their wages against your student employment budget.

• Once you have checked these items, you approve the timesheet by signing and dating the bottom.

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Leopard Work & Work Study Timesheets

Timesheets are located at: https://wit.edu/controller/stu-employment

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Student Payroll Schedule• ALL timesheets must be reviewed, approved

and, if applicable, submitted to payroll by 10:00 am on Monday of pay weeks per the Payroll Schedule.

• Students are paid bi-weekly on the regular WIT employee pay schedule.

•The Payroll Schedule is located on-line at:https://wit.edu/sites/default/files/2019%20Payroll%20Schedule.pdf

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Student Payroll Paycheck

Pick upWhere does a student pick up their paycheck?

• Students can pick up their paychecks on the Thursday of the pay week in the SSC.

• WIT does encourage Direct Deposit into a student’s checking or savings account.

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iPay at WIT• Through ADP, our payroll service provider, we are

able to offer student’s access to their earnings statements and W-2 forms 24 hours a day, 7 days per week.

• In addition, they can make changes to their Form W-4 by simply typing in their changes, printing the form, signing it and forwarding the completed form to the Payroll Office for processing.

• iPay allows student’s to view 3 years of pay statements and W-2s as well on-line.They can also elect to receive notifications via e-mail when their latest pay statement is ready to view. 17

If You Need More Specific Student

Payroll Information•Please refer to the WIT Payroll website located at: https://wit.edu/controller/stu-employment

And

• Please refer to the Student Employment website located at: https://wit.edu/student-employment

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