Student Employee Information

Eligibility for Employment

- Attendance Requirements

- Federal Work-Study Requirements

- University/Grant Employee Requirements

- Graduate Requirements

Dual Employment Policy

- Undergraduate Students

- Graduate Students

Application Requirements/Employment Available

- Jobs Open Posting

- Administration/Departmental Offices (FWS, UE/Grant Positions)

- Learning Enhancement Center Employment

- Community Service Learning (CSL)

- UE High Tech

- Graduate Assistants and Teaching Associates

- Resident Assistants

- Graduate Directors

Payroll Information

- Social Security Card/Photo Identification Requirements

- International Student Taxing Requirements

- Non-resident Aliens

- Resident Aliens

- Hours Limitations

- Wage Rates

- Payroll Deductions

- Web Time Entry

Payroll Schedule and Pay Distribution

- Direct Deposit

- Paycheck Distribution

- Mailing Paychecks

Pay Schedules

- Pay Schedule 2008(Excel)

Student Back Hour Information

- Student Back Hour Submission Instructions

- Student Back Hour Submission Form (Excel)

Student Employment Wage Rates

Web Time Entry Information

Eligibility for Employment

Attendance Requirements

Students must be attending IUP on at least a half-time basis. Half-time is defined as:

1. Undergraduate - six or more credits
2. Graduate students employed on UE or grant payrolls - one to four & one half credits
3. Graduate students employed on FWS payroll - 5 or more credits

Students who will be attending IUP on at least half-time basis are permitted to work in the term preceding their initial enrollment by submitting and Intent to Enroll with the Office of Student Payroll Services.  These students may include incoming freshman, transfer students, etc.

Continuing students who will not be attending IUP for a term may submit an Intent to Enroll with the Office of Student Payroll Services.  Students are not permitted to continue to work, nor submit an Intent to Enroll for two back-to-back periods of non-enrollment.  For example, a student who is employed during the Spring term and has completed an Intent to Enroll for a succeeding term, will not be permitted to work in the Summer or Fall without enrolling on at least half-time basis.

Transient students are not eligible to participate in the University Employment Program. Transient students are defined as students who attend IUP on a part-time basis (including summer school enrollees) and have not enrolled nor filed a written intention with the University to complete an IUP sponsored program of instruction.

A student's eligibility for continuance on the University payroll terminates as of the student's official withdrawal or graduation date from IUP.

Federal Work-Study Requirements

Eligibility for the federal work-study (FWS) program for undergraduate and graduate students is determined by the Financial Aid Office. As part of the Title IV aid package, the federal government provides funding for eligible students to participate in the work-study program. Students eligible for FWS are given an award for the fall, spring or summer term as applicable.

University/Grant Employee Requirements

Students are not required to meet specific income guidelines to be eligible for employment on the University Employment (UE) or Grant payrolls.

Graduate Requirements

Students must be enrolled in the Graduate School and meet their requirements to be paid as a graduate student on the student payroll.

Dual Employment Policy

Undergraduate students

Undergraduate students are not permitted to work in more than one department that processes its payroll through the Student Payroll Services office. For example, a student may not work in the Library and the English department because both pay through the Student Payroll Services Department. A student may however, work in a dining hall that processes its own payroll.

Graduate students

The following procedures have been established to enable graduate students to be compensated from two cost centers. In no case, however, will a student be paid from more than two cost centers.

Regardless of whether a graduate student is charged from one or two cost centers, the maximum number of hours he/she can work at the University is forty (40) hours per week with the exception of International Graduate Students who are limited to twenty (20) hours per week as governed by Immigration and Naturalization Services (INS).

International students should contact the Office of International Affairs regarding INS Employment Eligibility Requirements.  Graduate Assistants and Teaching Associates are limited as directed by policy established by the Graduate School.

Graduate students must meet the criteria of the Graduate Dual Employment Policy and submit a Dual Employment Form that has been signed by both employers to the Office of Student Payroll Services. Each graduate student is evaluated on an individual basis to determine if he/she is eligible for dual employment.  A second job should not be accepted prior to eligibility being determined by the Student Payroll Services office.

Application Requirements/Employment Available

Jobs Open Posting

Students seeking an on or off campus job opportunity can seek assistance through the Office of Student Employment located in Career Services.

Administrative/departmental offices (FWS, UE/Grant positions)

Student employment positions are available in most administrative and departmental offices. During the academic year approximately 2300 positions are available at the main campus and the two branch campuses located in Punxsutawney and Kittanning and the IUP Academy of Culinary Arts. 

Learning Enhancement Center Employment

Freshman students entering through the Learning Center program, administered through the Student Affairs Division, who have a FWS eligibility may be hired to work on this program. Employment through this program and specific guidelines can be obtained by contacting the Director of Student Activities and Organizations.

Community Service Learning (CSL)

Office of Service Learning in the Student Affairs Division administers the Community Services Program. Students must be eligible for FWS and meet the requirements of this program. The students work in community service related positions, primarily off-campus. Information regarding employment through this program can be obtained by contacting the coordinator.

UE High Tech

IUP in cooperation with PHEAA administers the UE High Tech program. To be eligible for employment through this program, a student must be working in one of the following positions: lab assistant, computer/terminal tech aide, computer programmer specialist, research/data assistant, sports aide reporter, drafting assistant, audio/lighting technician, graphics worker, or audio visual (media). In addition, the student must be a Pennsylvania resident. If the student meets these criteria, an application is completed in the Student Payroll Services office. The completed application is forwarded to the Financial Aid office where it is reviewed and then submitted to PHEAA. Final determination for eligibility for this program is determined by PHEAA.

Graduate Assistants and Teaching Associates

Appointments for graduate assistants and teaching associates are authorized through the Graduate School. Students hired as Graduate Assistants or Teaching Associates are required to adhere to the employment guidelines as dictated by their contract.

Resident Assistants

Resident assistants are hired through the Office of Housing and Residence Life. A contract is issued and students employed through this program receive a stipend. Other conditions of employment and opportunities related to these positions can be obtained by contacting the Office of Housing and Residence Life.

Graduate Directors

The Office of Housing and Residence Life administers the employment program for Graduate Directors. Contracts are issued and employees must adhere to the conditions of these contracts to continue employment on this program.

Payroll Information

Social Security Card/Photo Identification Requirements

Regulations for the Immigration Reform and Control Act of 1986 requires that eligibility for employment for all employees must be determined within three (3) days of hire. All new hires and former employees who have not worked for a period of over one year must present their original social security card, (metal copies are not acceptable) and photo identification.

If you do not have an original social security card, you must still report to Student Payroll Services. You can request a duplicate be issued at the Social Security Administration, 119 Professional Center, 1265 Wayne Avenue - Room 301, Indiana, PA 15701; phone (724) 463-9122 for any questions.

International Student Taxing Requirements

Authorization to work on campus is determined by the office of Immigration Services and is verified by Student Payroll Services by VISA type.

Non-resident aliens

The VISA type determines exemption from social security taxes. For example a student with a J. Visa will be exempt but a spouse or dependent with a J. Visa is required to have the social security tax withheld.

The country of residence determines federal income tax withholding. If the permanent residence is one that has a treaty agreement with the United States, the student may be exempt under the provisions of the treaty provided all conditions such as presence test, and income limitations are met. If the country of residence does not have a treaty, the student is required to have federal withholding taxes withheld using the prevailing dependent status and additional tax deduction as determined by the Internal Revenue Service.

The local residence is used for withholding of state and local taxes while the student is enrolled at IUP.

Resident Aliens

Federal, state and local taxes for resident aliens are withheld under the provisions of United States citizens.

Hours Limitations

Undergraduate students are limited to twenty-five (25) hours per week when classes are in session.

During periods of non-enrollment, such as break periods, students may work a maximum of forty (40) hours per week, provided the break is for an entire week.

Graduate assistants, teaching associates, the provisions of their contracts determine resident directors, and residence assistants hours.

International student employees are limited to 20 hours per week while classes are in session per Immigration & Naturalization Services guidelines regardless of undergraduate or graduate status.

Wage rates

Undergraduate students are paid the prevailing minimum wage, which is currently $7.15 per hour.

Graduate students are currently paid $8.15 per hour for hourly positions.

Employers who are paying a wage rate other than the prevailing rate must complete the Higher Rate Form and obtain Presidential or Vice Presidential authorization. Refer to Higher Rate Guidelines.

Salaried student employees such as teaching associates and graduate assistants are paid a rate as determined by their contracts as issued through the Graduate School or Departmental Sponsor. 

Payroll Deductions

Federal, state and local taxes are withheld from student employee paychecks as governed by law.  Effective July 1, 2000, withholding requirements for FICA and Medicare taxes were changed for students.  The taxes are now deducted based on a student’s enrollment.  Enrollment at IUP is monitored on a bi-weekly basis.  Undergraduate students enrolled for six (6) or more credits and graduate students enrolled for four and a half (4.5) or more credits will no longer have FICA withheld.  Taxes will be withheld anytime a student employee does not meet the enrollment criteria.

Web Time Entry

Student employment hours are submitted via Web Time Entry using the URSA web page. For more information please refer to the Student Handbook or the Student Payroll Approver Instruction Manual .

Payroll Schedule

All students are paid on a biweekly basis as listed on the Pay Schedule. Refer to the schedule for important deadlines such as deadline for submitting students time, deadline for approval of hours, and deadlines for emailing back hours.  Back hours should be submitted using the Student Back Hour Submission Form.

For help with this form, please visit the Student Back Hour Submission Instructions.

Pay Distribution

Direct deposit

Direct deposit is available. Application for direct deposit can be obtained from the Student Payroll Office. PNC Bank customers can obtain a direct deposit form from PNC Bank.  Pay directly deposited is available as early as 5:00 AM. on payday, as determined by the student’s bank.

Paycheck distribution

Student paychecks are available for pick up beginning at 7:45 AM on payday.  Staff, faculty, or student designee as authorized by department or office can pick up paychecks.  Students are not permitted to pick up their individual checks.

Mailing paychecks

The Student Payroll Services office does not mail paychecks, with the exception of the last pay of the calendar year.  This is due to the closing of the university during that time.  The paychecks are distributed to each department/office.  If the student is off campus at the time the paycheck is issued, they must make arrangements with their department to have the check mailed.
 

Student Back Hour Submission Instructions

Save this worksheet to your  O:  Drive

To do this:

1. Open the document

2. Click File, then Save As

3. Then Save into your folder

This form is to be used every time back hours are needed or if the student did not enter their hours online.

To use this form you will need:

• Your Name

• Student’s Name

• Banner ID#

• Pay Number

• TSO #
   

• The time in/out for each day

• Total hours worked each day

The worksheet will total the hours for you.  DO NOT enter the total hours.  This will delete the formula.

Save the worksheet.

Attach the worksheet to the email and send to:  stu-pay@iup.edu

Effective February 2001

Student Employment Wage Rates

Updated by Budget Planning

A student must be enrolled in credit-bearing classes to be placed on the student payroll.  All students are permitted to work 25 hours per week during classes and 40 hours per week when classes are not in session.  (International students are limited to 20 hours per week, during classes, as regulated by INS [Immigration and Naturalization Services]).

Web Time Entry - Frequently Asked Questions

1.      Will I get paid if I do not submit my hours? 

No.   Supervisors are not able to submit hours on your behalf.  If you do not submit your hours through web-time, your supervisor will have to request back hours be processed for the next pay period.  This will result in your pay being delayed for two weeks.

2.      Does my shift code change from 1, if I work multiple times during the day?

The shift code is always “1”, no matter how many times you work during the

day.

3.      I need to know the amount of my federal work study award, do I have to call Financial Aid or Student Payroll Services?

Your financial aid information, including your federal work-study award is available on the URSA web site.

.

4.      Can I change my permanent address?  What are my responsibilities as a student employee?

You can change your permanent address.  However as a student employee you must always have an “active” permanent address.  An in-active permanent address results in improper payment of your payroll taxes.  It also removes your address from your paycheck or direct deposit statement. 

To change your address:  You must fill out a Change of Address form.  These forms are located at the Student Payroll Services Office or on our Web Page.

Revised June 2001