7.4.1 Student Payroll Policies
Statement and Purpose
Table of Contents
Payment for work done by student employees is based on the premise of "an hours pay for an hours work." Student employees are expected to be working each hour for which they are paid. Student employees are paid on the basis of submitting student employee timesheets to Student Payroll according to the published Payroll Schedule.
The Payroll schedule is also available in Student Payroll and Student Financial Services.
Before a student employee can access his/her timesheet via the web or receive payment for time worked, the following forms must be completed:
Certain terms in this policy are defined at the end of the policy.
Entities Affected By This Policy
All Student Employees and Supervisors.
Policy Version: 1.0
Responsible Office: Financial Affairs
Responsible Executive: Assistant Vice President for Financial Affairs
Effective Date: December 8, 2017
Last Updated: December 8, 2017
Student Timesheets
Student employees must record the hours worked each day on student timesheets, available online through Workday. Time entry in Workday will automatically convert time based on the quarter hour rounding. You can find instructions on how to enter time here: https://spu.atlassian.net/wiki/x/k4diMQ .
Payroll Schedule and Paydays
Student paychecks are available twice per month in the Student Payroll office. Students may elect to have their paychecks directly deposited into their personal checking or savings account by completing a direct deposit form in Workday. Refer to the Student Payroll Schedule to determine pay dates. Paychecks are normally available after 9:00 a.m. on paydays and after 8:00 a.m. on non-payroll days. The Student Payroll Office is located the Human Resources Office.
Direct Deposit
What is direct deposit?
Direct deposit is the fastest way to get your paycheck into your bank account. It is especially convenient for paydays that occur when you are away from campus. Your net earnings are sent electronically to the bank account(s) you specify and will be deposited into your account by 6:00 a.m. on the payday. If you elect to use more than one account, you will need to specify how to split your earnings among the accounts.
How do I set up or update direct deposit?
You can set up and update your direct deposit using the following instructions: https://spu.atlassian.net/wiki/x/CmQqAg . Updates must be submitted 3 days before payday to reflect the next pay date.
Will I still receive pay stub information?
You can review your paystub by logging into your profile in Workday and selecting Pay > Payslips > View. You can also print pay slips and save PDF’s from this menu.
Early Check Policy
Early checks may be requested by completing a Request for Emergency Advance form. An early check will be processed only once per year per student employee. Student Payroll requires 24 hours to process the early check request.
Reissue of Lost Checks
If you receive a paper paycheck and it has been misplaced or destroyed, you may request to have it reissued. Please complete the Request for Reissue of Lost Check and deliver it to the Payroll Office in the Human Resources Building. Upon receipt of the completed form, Payroll will contact the SPU bank to verify that the original check has not cleared. A stop payment will be placed on the original check and a new check will be issued. Student Payroll requires 24 hours to process the lost check request.
Maximum Hours per Week
Student employees are students first and employees second. Therefore, they are limited to working a maximum of 20 hours per week during the academic year. Students may work up to 40 hours per week during summer, Christmas Break or Spring Break. Students, with supervisor support, may petition to be allowed to work over twenty hours per week by writing a petition letter to the student employment coordinator. The petition must clearly demonstrate extenuating circumstances regarding the necessity of working additional hours, as well as information on the student's ability to maintain satisfactory academic standing while working additional hours.
Minimum Wage Changes
The Washington State Minimum Wage will be increased each year by the rate of inflation and shall be calculated using the consumer price index. The new minimum wage rate will take effect in January. Student Payroll will automatically increase student employees with a pay rate below the new minimum wage. Student Employment and Student Payroll will notify the campus when the minimum wage is increased and inform supervisors of the new rate.
Benefits
Student workers are eligible for Seattle Sick and Safe time after the first 90 days of employment, which is accrued at a rate of 1 hour for every 30 hours worked.
Student workers are not eligible for benefits such as health insurance, life insurance, vacation, holiday and do not accrue unemployment benefits.
Student workers are not eligible for pay during campus closures (snow days, etc.), unless they are required to work. If you are required to work during a closure, you will be paid for the time worked at your normal rate of pay, unless otherwise arranged by your supervisor.
Breaks and Meal Periods
Student employees are eligible for one fifteen-minute break for every four consecutive hours worked. It is not appropriate to come to work 15 minutes late or to leave 15 minutes early and count that as your break. In addition, your break should be taken outside of the work area when possible.
When working an eight-hour day, student employees are entitled to a one hour unpaid lunch break. Student staff must take a minimum of a half-hour lunch break after working for five hours, and please make sure to clock out and back in on your time sheet during your lunch break. Specific schedules for breaks and meal periods should be arranged with the supervisor according to departmental needs.
Address Changes
You can update your address in Workday by signing into your profile and selecting the Contact tab on the left. Payroll will use the Mailing Address to mail out physical W-2 forms at the end of year.