Student Payroll

Facts and Information

New Hire Process for Student Payroll

UW – La Crosse’s Employed Student Types:

  • Student Help (SH) – students that are hired by the department and paid 100% from the department budget. No referral is needed by Financial Aid.
  • Work Study (WS) – students are assigned to the department by the Financial Aid Office. All 102 accounts are paid 100% by federal work study funding. All 128, 133, and 144 accounts are paid 75% by federal work study funding and 25% by the department. If dollars are needed beyond this allocation the student needs to become a student help employee type and paid 100% by the department.
  • Community Service (CS) – students that are assigned to the department by Financial Aid Office. All 102 accounts are paid 100% by federal work study funding. All 128, 133, and 144 accounts are paid 75% by federal work study funding and 25% by the department. If dollars are needed beyond this allocation the student needs to become a student help employee type and paid 100% by the department.

Student Employee Criteria and Requirements

  • Undergraduate students MUST be enrolled for a minimum of 6 credits. International students MUST be enrolled as a full time student for a minimum of 12 credits.
  • Graduate students MUST be enrolled for a minimum of 5 credits. International students MUST be enrolled as a full time student for a minimum of 9 credits.
  • Job descriptions are required and need to be submitted to Human Resources when a student is earning $11.00 or more per hour. (Please refer to the Student Classification and Wage Scale)
  • Students are not to begin working until ALL of the required employment forms (see information stated below) have been completed and processed by Human Resources. Appointments can not be entered into the Student Appointment System until all the required forms have been processed by Human Resources.
  • Students and International students are only allowed to work a MAXIMUM of 20 hours per week while in classes. When a student is employed for more than one department on campus, the 20 hour work rule remains in effect for all positions.
  • Students are only allowed to work a MAXIMUM of 40 hours per week when classes are not in session (i.e. Spring Break week, Semester Break, Summer Break). This rule applies to International students also.
  • If a student or an International student is taking classes during J-Term, May Term, or Summer Session, they are only allowed to work a maximum of 20 hours per week while those classes are in session. When a student is employed for more than one department on campus, the 20 hour work rule remains in effect for all positions.

Required Forms that need to be completed for all student employees:

  • I-9 Form – completed and signed by the student and supervisor, attached with photocopies of the documents used for verification (documents required are listed on the back side of the I-9). The photocopies must be attached or stapled to the form and submitted to Human Resources
  • W-4 Form (Employee’s Withholding Allowance Certificate) – completed by the student. If a Minnesota resident student chooses to claim exempt from paying Wisconsin tax, they must also complete the required Wisconsin state form, W-222 tax form, and submit to HR along with the W-4 form.
  • Direct Deposit- all students MUST have direct deposit as their method of payment, which is terms and condition of employment for a UW-L student employee. Please attach a voided check or a copy of a cancelled check, (no deposit slips) to the direct deposit form and submit to HR.
  • Selective Service– must be completed by ALL male student employees. Information on Selective Service registration status must be provided as a condition of employment in order to comply with Wisconsin law. This requirement applies to all males seeking employment who are 18, but not yet 26 years of age.

All required forms are available on the UW-L Human Resources website at http://www.uwlax.edu/hr/forms/forms_student_employment.htm and located in plastic holders outside of the Human Resources Office.

 

When all the required forms are completed, send them to:

Student Payroll

Human Resources

144 Graff Main Hall

      and

Please write student employee on one of the forms when submitting them to Human Resources.

Being able to quickly identify an employee by type helps HR to process them correctly and efficiently.

 

Payroll will enter the information on the payroll system within 24 business hours of receiving the required paperwork.

The required paperwork must be sent to Human Resources grouped all together. Do not send one completed form at a time. Human Resources will not process the forms until they are in receipt of all the required forms.

Once the required forms have been processed, the student appointment information can be entered on the Student Appointment system (SAS).

Employment Guidelines for a Work Study (WS)/Community Service (CS) Student, New Hire:

  • Financial Aid will submit a Work Study Referral-Employer copy form to the departmental student supervisor that states employer and student information which contains the student’s name and the award amount. You cannot enter the student appointment on SAS until you receive this notification from Financial Aid. Please contact the Financial Aid Office, 785-8604, with questions.
  • Newly hired work study students, those who have not worked at UW-L previously, will need to complete the required employment paperwork (as stated above). Payroll will enter the information on the payroll system within 24 business hours of receiving the paperwork, thus allowing you to enter the student employment information on SAS.
  • After the 24 hour time frame, you can check to see if the student’s I-9 has been added to the Student Appointment System (SAS). If it is indicated as such, you can then continue to enter the student’s appointment information on SAS.
  • Upon entering the work study appointment on SAS, the appointment will default to being NO for work study. If you have received the work study information from Financial Aid for a work study worker, you MUST switch this to YES.

Employment guidelines for Student Help (SH), New Hire:

  • You may hire a student at any time identified as a student help employee.
  • New hire students will need to complete the required employment paperwork. Payroll will enter the information on the payroll system within 24 hours business hours of receiving the paperwork, thus allowing you to enter the student employment information on SAS.
  • After the 24 hour time frame, you can check to see if the student’s I-9 has been added to the Student Appointment System (SAS). If it is indicated as such, you can then continue to enter the student’s appointment information on SAS.
  • Upon entering the student help appointment on SAS, the appointment will default to being NO for work study. For student help workers, you DO NOT need to switch the indicator – leave as NO.

Employment procedures for hiring a Continuing Student:

  • A continuing student is a student who ended employment at UW-L, but now has returned to UW-L and is re-hired by your department.
  • A continuing student does not need to complete the required paperwork unless they want to change their tax allowances on the W-4 form or change their previous banking information that was completed at an earlier time when employed as a student employee.
  • OR if the continuing student has had more than a 12 month break with employment at UW-L, the student will be considered a new hire and must complete all new required paperwork (I-9, W-4, Selective Service, and Direct Deposit) and submit to Human Resources. Also, if a student was employed before at UW-L, it could be possible that direct deposit is not their method of payment. You will need to confirm with the student that direct deposit is their current method of payment. If direct deposit is not in place, a direct deposit form must be completed and submitted to Human Resources.

On-Going Student Supervisor Tasks:

  • Students must be paid in a timely fashion after hours have been worked and must be paid after the pay period has ended. The hours worked will need to be entered on the Student Appointment System (SAS) the Tuesday after the end of the pay period. Please refer to the student payroll calendar that is located on HR’s web site which states deadline dates.
  • Students must complete the UW-La Crosse Enrollment Verification & Employment Social Security Exemption form for each semester they are employed for you. For example, if a student is working for you for the fall and spring semester, this form must be completed at the start of each semester. This form and instructions are located on HR’s website for your reference.
  • When a student terminates employment with you, you will need to enter the end date on SAS and reflect on the UW-L Student Payroll Record Form.

Summer Employment

  • Students who attended classes for the spring semester and are enrolled for the fall semester, may work during the summer months. If students are not taking classes, they can work up to 40 hours per week. Students need to maintain the 20 hour work rule when enrolled in a summer session. May graduates can work for the summer months, ending employment before the start of the fall semester.

Miscellaneous Information:

  • Student Employee Address Change Form: If a student wishes to change their legal mailing address (where their W-2 reportable income statement will be sent in January for the previous calendar year’s earnings), they need to complete the Student Address Change form.This form is available on the UW-L Human Resources website at: Student.Legal.Address.Change.Form.doc
  • W-4 & W-222 Tax Forms: if a student wishes to claim Minnesota reciprocity on the W-4 tax form, they need to also complete the required Wisconsin state form, W-222. The student must have their Minnesota address as their residence recorded on the W-4 form in the U.S. address line.