Payroll for Student Employees

Procedures

Payroll Procedures for State-Funded Student Employees

The department must prepare an ePTF to request and authorize the appointment of a student to the state payroll, and to report any subsequent changes to the student’s status. The transaction must be submitted before timesheets can be processed for payment.

All required areas of the ePTF must be completed before the transaction can be submitted. Incorrect or incomplete paperwork may result in a delay of payment to the student employee.

The Oath of Ethics must be completed by all TAs and GAs and the original document submitted to HR.
Required documents should be scanned and attached to the ePTF.
An ePTF to terminate should be submitted when the student ends employment. A student employee may be terminated due to lack of work, lack of funding, unsatisfactory performance, misconduct, or violation of university rules.
- Submit an ePTF when a TA/GA terminates prior to the end of their appointment. If the ePTF cannot be submitted on a timely basis, notify HR immediately (via email or telephone) to avoid an overpayment to the employee.

Additional Required Documentation for State Student Employment

New Student Appointment –
Student off payroll for
one year or more

Re-hire Student – Student off payroll for less than one year

I-9 and supporting documentation
Federal W-4 Tax Form
State Tax Form
Direct Deposit Paperwork (optional)

No documentation required unless the work authorization expired. If so, complete section 3 of the

I-9 with the new work authorization document.

Payroll Procedures for Research Foundation-Funded Student Employees

The department must prepare the appropriate transaction form (ePTF, MSS, or paper form) to request and authorize the appointment of a student to the RF payroll, and to report any subsequent changes. This transaction must be submitted before hourly timesheets can be processed for payment.

All required information must be completed before the transaction can be submitted. Incorrect or incomplete paperwork may result in a delay of payment to the student employee.

Required documents must be scanned and attached to the ePTF, MSS, or the paper form.
RF student employees may remain employed in a student title as long as they meet the eligibility requirements.
An ePTF, MSS, or paper form to terminate should be submitted when the student ends employment. A student employee may be terminated due to lack of work, lack of funding, unsatisfactory performance, misconduct, or violation of university rules.
- If the appropriate transaction form cannot be submitted on a timely basis, notify HR immediately (via email or phone) to avoid an overpayment to the employee. Uncollected overpayments due to late submission of a termination form cannot be charged to sponsored projects and must be covered by departmental funds.

Additional Required Documentation for Research Foundation Student Employment
New Student Appointment – Student off payroll for one year or more	Re-hire Student – Student off payroll for less than one year
I-9 and supporting documentation Federal W-4 Tax Form State Tax Form Address form, if paper transaction RF Employment Application RF Handbook Acknowledgement form RF Self-identification of Disabled Individuals form RF Self-identification of Veteran Status form MSS Declaration and Authorization form (for Manager Service transactions only)	No documentation required unless the work authorization has expired. If so, a new I-9 along with updated supporting documentation is necessary.