Payroll Office at SUNY Plattsburgh Payroll Information for Students
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Payroll Information for SUNY Plattsburgh Students
- Who is Eligible for Student Employment?
- How are Jobs Advertised?
- How Do Students Apply for Jobs?
- Rates of Pay
- Work Schedules/ Breaks
- Benefits
- Social Security & Medicare Withholdings
- Forms Required for Appointment to the Payroll
- Time Sheets
- Paychecks
- W-2 Forms
- Responsibility of Students
- Termination of Employment
- Payroll Contacts
Who is Eligible for Student Employment?
Student employment is available to undergraduate and graduate students currently enrolled in classes at Plattsburgh State University. Students who have withdrawn or have been dismissed from school must immediately stop work. VP for Business Affairs, John R. Homburger must approve students attending Clinton Community College for employment. Brief justification of employment can be e-mailed to homburjr@plattsburgh.edu for his approval or disapproval. Notification of the decision will be sent to payroll and the department requesting employment of CCC student. Student cannot begin work until this process has been completed.
Student Assistantship Program
All registered students are eligible for employment under this program, regardless of the number of courses for which they are enrolled, but must be in matriculated status.
Employment of Students
All students must have a US social security number to be placed on the payroll. A college-assigned number cannot be used for payroll processing. To apply for a social security number, students should contact the social security administration at 7242 Route 9 in Plattsburgh, New York, phone number (518) 562-5421. Visit their website for directions at www.ssa.gov
Student can be placed on the payroll temporarily with the letter from Social Security Administration that he/she has applied for a social security card and is eligible for employment. When the card is received, provide Payroll with this number to ensure that all wages and taxes are reported appropriately.
Employment of International Students
As per the United States Citizenship and Immigration Services (USCIS) regulations, all international students in F-1 or J-1 immigration status and maintaining full-time student status (12 credits or more) may have a part time job on campus for 20 hours or less per week while school is in session (i.e., fall and spring semesters). International students may work full-time on campus while school is not in session (i.e., winter break, summer vacation).
The following will assist in verifying citizenship or immigration status
- A U.S. citizen - request to see a U.S. passport or birth certificate. Having a social security number DOES NOT indicate eligibility to work
- An immigrant with a U.S. citizenship - request to see the naturalization certification or a copy of the U.S passport
- An immigrant with permanent resident status (green card) - request to see the "green card" or USCIS stamp #I-551 in the passport
- International Student in F-1 or J-1 status - request a completed "International Student On-campus Employment Authorization Form" (also known as the "green form") from the International Student Services (ISS). In order to be valid, this form must be signed by an international student advisor. Submission of this completed form to you verifies the student's eligibility to work on campus.
If you employ an international student, you should request a completed "green form" at the beginning of every semester: fall, winter, spring and summer.
If you are not sure of the student's immigration status and his/her eligibility to work, please send him or her to ISS to request a completed, signed "green form". International Students can apply for a social security card number with required forms.
How are Jobs Advertised?
Employing departments announce job openings for students by providing Career Placement Office with data (such as job title, specific hours, job description, contact person, etc.). The position must be posted for three days before the job can be filled. When the job is filled, the employer notifies Career Placement Office and the job vacancy is removed. Career Web Site
How Do Students Apply for Jobs?
There are a limited number of student positions available each year. The best time to seek a position is during the first week of the semester. Although there may be some turnover within the jobs during the semester, most positions are filled within the first few weeks of the semester. It is the student's responsibility to contact the department directly if interested in the position posted. Departments conduct their own applicant interview process.
Rates of Pay
Students are required to receive a minimum wage of $7.25 per hour and not more than a maximum wage of $9.00 per hour. Students are not eligible for overtime and/or holiday pay.
Work Schedules/ Breaks
Students can work a maximum of 20 hours per week when classes are in session and 40 hours per week during the winter break and summer vacation. Maximum hours are based on the work week of Thursday through Wednesday.
Students may work multiple jobs but a maximum of 20 hours per week includes all jobs and Work Study when school is in session, and 40 hours per week during winter break.
Rest/coffee breaks should be established for the student employees in the same manner as granted to other employees within your department.
Benefits
Student employees are in the non-competitive class of Civil Service and are not assigned a bargaining unit. No fringe benefits are accorded to individuals in these positions. Work status is temporary and no long-term commitments are possible. Student employees are paid at an hourly rate only for hours actually worked.
New York State Employees' Retirement System
Student employees are eligible to enroll in the New York State Employees' Retirement System. Enrollment requires a 3% salary contribution to the Retirement System. The equivalent of five years of full-time service is needed to become eligible for pension benefits. Students may sign a declination of election contact with the Payroll Office to complete enrollment forms.
Workers' Compensation
Students are covered by the College's Workers' Compensation Policy. If injured while on the job the student should contact Human Resource Services. Students are not paid for time lost due to injury.
Social Security & Medicare Withholdings
Student employees are typically exempt from Social Security and Medicare withholdings as long as they are enrolled in classes at the university of employment. During the summer, FICA and Medicare are withheld from student checks unless they are enrolled in summer classes at this university. Students with F-1 visas are exempt at all times.
Forms Required for Appointment to the Payroll
The employing department representative and newly hired students must complete the following forms:
- Student Appointment Form
- Form I-9 Employment Eligibility Verification
- W-4 Form
- IT2104 or IT2104E
These forms must be fully completed and received in the Payroll Office (Kehoe 904) before work begins. Appointments cannot be processed until the Payroll Office receives all forms. Do not allow a student to begin work until these forms are completed and delivered to the Payroll Office. Appointments to the Payroll System are processed on the biweekly cycle with a strict deadline schedule imposed by the Office of the State Comptroller. Any forms not received by the appropriate deadline will be reported in the next payroll cycle, which will result in a delay in the first paycheck.
Student Employment Form
Student Appointment Forms are available in the Payroll Office, Kehoe 904. The forms contain the basic appointment information (appointment dates, pay rate, account number to be charged, as well as information relating to the student employee). Form must be completed in full. If the form needs to be returned for completion this could result in delay in the payment to the student.
Form I-9 Employment Eligibility Verification
This form is required by federal law to show eligibility to work in the United States. To complete the I-9 Form, students must present the original documents (photocopies are not acceptable). One document from List A, or a combination of one document from List B and one from List C is required. This form must be completed at the Payroll Office.
Form W-4 Federal and IT2104 or IT2104E NY State Tax/ NY City Tax
Student wages are subject to federal withholdings. All student employees must complete a W-4. The forms should be read carefully since the tax status claimed by the student is determined by Internal Revenue Service regulations.
Students who previously filed exempt status may no longer be eligible to do so. You cannot be exempt from withholdings if (1) your income is in excess of $ 800 and includes more than $250 of unearned income. (i.e. interest and dividends), and (2) another person can claim you as a dependent on their tax return. Students claiming exempt will be required to file a new W-4 form at the beginning of each calendar year.
If you are not claiming exempt, you must enter a number on line 5. For example, Zero (0) dependents- maximum taxes will be deducted; One (1) dependent - less taxes will be deducted. The worksheet on the W-4 form should help determine the correct number of allowances.
IT2104/IT2104E
Student wages are subject to state withholdings. All student employees must complete an IT2104 or IT2104E (exempt from tax). City tax is mandatory for residence in the five counties designed to be within the City of New York based on allowances indicated on line 2 of IT2104.
- Bronx County (Bronx)
- Kings County (Brooklyn)
- New York County (Manhattan)
- Queens County (Queens)
- Richmond County (Staten Island)
Time Sheets
Student employees are paid at an hourly rate only for actual hours worked and reported on a biweekly Student Assistantship Timesheet. Hours must be indicated in one-quarter increments (i.e. 2:15 pm - 4:45 pm, not 2:17 pm - 4:43 pm). Students and supervisors should review each timesheet for accuracy and completeness before forwarding to Payroll for processing. Signatures of both the student and the supervisor are required on each timesheet. If the student did not sign the timesheet by the timesheet deadline, the supervisor should certify the timesheet and deliver to Payroll without the student's signature. The check will not be released to the student until he/she appears in person at the Payroll Office to sign the timesheet.
Timesheet must be completed in blue or black ink. Timesheets completed in pencil will be processed but the students will be required to come to the Payroll Office to complete the timesheet in ink before the check is released.
Payroll staff verifies the computation listed on each timesheet, but it is the responsibility of the student and supervisor to insure the information provided is accurate.
Student and supervisors should make sure timesheets are submitted to the Payroll Office by the deadlines. Timesheets received after established deadline will be processed with the next payroll cycle. The Office of the State Comptroller sets the strict deadlines. They are not campus deadlines that can be changed "for special exceptions."
If a timesheet is not submitted by the appropriate deadline, do not hold the timesheet until the next payroll deadline. Please deliver the timesheet to the Payroll Office as soon as it is located. Although it cannot be processed until the next payroll cycle, it will help the Payroll Office to answer any question as to why a check was not issued for that student on a particular pay date.
Paychecks
Paychecks are issued on a biweekly cycle, on Thursday and are available at the Campus Express located in the Angel College Center, Monday through Friday. Hours are posted at the Campus Express. Checks not picked up within two weeks are returned to the Payroll Office and an e-mail will be sent notifying the student. Students should notify the Payroll Office to request the mailing of any checks. When a holiday falls on the scheduled Thursday payday, checks are issued on Wednesday at the Campus Express.
The Payroll Office will provide all students with a form to complete and return for special handling of checks issued after winter break and/or summer vacation begins. Because the NYS payroll payments are on a lag basis, the final hours worked are paid after leaving campus.
Students can now sign up for direct deposit. The form can be downloaded. If the funds are going to a savings account the form must to be signed off by the institute. If there is more than one name on the account both people must sign the form. If the funds will be going to a checking account attach a voided check to the form. If you are on both work study and temporary services both checks would be direct deposited.
W-2 Forms
W-2 forms report the student's earnings for the calendar year, and are necessary for filing federal and state returns. W-2 forms are printed by the Office of the State Comptroller and mailed to the address printed on the biweekly checks. Duplicate forms can be printed if the original is lost or destroyed. Contact the Payroll Office, Kehoe 904 or x3113.
Responsibility of Students
- Contact department/supervisors to inquire about jobs
- Submit all required paperwork to the Payroll Office prior to beginning work
- Report actual hours worked on each time sheet
- Ensure that you do not exceed more than the limit of 20 hours per week when classes are in session and 40 hours during winter break and summer vacation
- Be sure to pick up checks biweekly or contact Payroll with special arrangements for handling when unable to pick up check biweekly
Termination of Employment
Notify Payroll when a student appointment is being terminated with completion of the "Notice of Termination" form. Comments are optional.
Payroll Contacts
You can contact the Payroll Offices by calling ... Or visit them in Kehoe on the 9th Floor.
Contact Information
For more information about SUNY Plattsburgh Payroll guidelines, procedures and policies, please contact
Cassandra Burl
Office: Kehoe 904
Phone: (518) 564-3113
Fax: (518) 564-4600
E-Mail: burlcm@plattsburgh.edu
Hours of Operation
Monday - Friday: 8:00 a.m. - 4:30 p.m.
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