13-14 Student Payroll Guidelines

Student payroll occurrs every two weeks based on the annual student payroll calendar.  The weekly student work period runs from Wednesday to Tuesday and student web time sheets must be submitted for approval every other Wednesday by 12pm noon.  On the following Wednesday, students will either receive a check in their Sample School mailbox, or if they have signed up for Direct Deposit, the money will be deposited into the designated bank account. Click here for Student TimesheetX Instructions.

If a student forgets to submit a time sheet for approval, he/she will be able to complete the time sheet, have the supervisor approve it, it will be paid in the next pay cycle.  Please note that all student employees are expected to submit their time sheet(s) online by the deadline.  This allows employers to approve time sheets prior to the deadline in order for students to get paid on time.  Courtesy reminder emails are sent out prior to all payroll deadlines.     

Student Wage Limits

Student wage rates and levels are determined by the SEO and are based on the level of responsibility, skills and requirements to perform the job.  The Student Wage Scale, located in the Student Employment Handbook, aids the SEO in assessing the wage rate in order to be consistent and fair across all Vassar student positions. 

Earnings & Hour Limits

For students with a student employment allowance (CWS or ISEP) in their financial aid package, the total annual earnings may not exceed the allotted award. Students without an allowance in their award are eligible to earn up to the maximum earnings for their class year. A student's class level also determines the average number of hours per week he/she is eligible to work during the academic year.

*Please note that the chart above is for student positions during the academic year and are separate from break positions. Maximum earnings per year do not include winter, spring and/or summer break earnings. Click here for more information on our break policies.

The SEO will be monitoring student earnings throughout the year and will contact the student and employer if the guidelines above are not followed.  For more information related to payroll guidelines, please see this section in the Sample School Student Employment Handbook.

 

Direct Deposit

We strongly enourage students to sign up for direct deposit. You will avoid misplacing checks, having to go to the bank to cash a check, filling out forms with the Post Office to have mail sent elsewhere during break etc.  To sign up for direct deposit, complete the Direct Deposit Form, and bring the form along with a voided personal check from the bank you will be using or your bank routing number and account number to the SEO.  Direct deposit will take effect on the second pay cycle after you turn in the required forms.

 

Student Employee Tax Information

The W-4 is used to determine how much (if any) tax should be withheld from a student’s pay. W-4 forms are available at the SEO.  Sample School also withholds New York State income taxes based on the W-4.  Students are not automatically exempt from having income taxes withheld. Even federal work study wages are taxable income. International students should check their country’s tax treaty status to determine if their earnings are exempt from U.S. taxes.  Students should direct questions regarding the W-4 and taxes to their parents, an accountant, or the IRS. The tax assistance hotline is 1-800-423-1040.

In accordance with the Internal Revenue Code, the college provides all students with a W-2 (Wage and Tax Statement) at year-end.  This is sent by January 31 for the preceding calendar year’s earnings, and is mailed to the student’s permanent home address.  W-2 forms from Sample School should be used to file the federal and state tax returns.  A copy of the W-2 for current international students will also be mailed to their campus box.   It is the responsibility of the taxpayer to file the appropriate income tax forms annually.