Due to biweekly processing of student payroll, the time frame to enter student jobs at the start of fall semester is greatly reduced. It is imperative that departments turn in correct student employment documents in a timely manner. Paperwork received after Monday of the second week of the pay period or incorrect paperwork may not be included in the biweekly 18 payroll (8/16/10 – 8/29/10). Therefore, time reported for this period will be included on the BW19 payroll.
Student employment regulations, authorization forms and the federal form I-9 can be found on the Human Resources website. Please remember new student employees must complete a federal form I-9. International students must complete a new I-9 form every school year. Copies of the verification documents must be attached to the federal form I-9. A student employee cannot work without proper federal form I-9 documentation on file. This is a federal rule.
In regard to student hourly Web time entry and/or monthly salary verifications, your department is responsible for the accuracy of time submitted and the timeliness of the submission of all payroll documents to the Payroll Office. If time is left off of a time sheet for any reason, those hours will be paid on the next regular payroll. If time is submitted later than the published due dates, such action could result in students not receiving their expected pay.
We understand how important it is for our students to be paid what they are due when it is due, so please use due diligence when reporting time. Please also note that if a department overstates a student’s time, and EIU’s Payroll Office is not successful in recovering those monies from the student, the overpayment amount will be deducted from the department’s budget.
If you have any questions regarding student employment, please call 217-581-3712. If you have questions regarding student payroll, please call 217-581-5510.