Student Payroll Guidelines
Student payroll occurrs every two weeks based on the annual student payroll calendar. The weekly student work period runs from Monday to Sunday and student web time sheets must be submitted for approval every other Monday by 10am. On the following Tuesday, students will receive their pay through direct deposit into their 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 rates and levels are determined by the Financial Aid Office and are based on the level of responsibility, skills and requirements to perform the job. For 2019-2020, the pay rate is $8/hr for all Federal Work Study and Academic Service Students.
For students with a student employment allowance (FWS or ASSP) in their financial aid package, the total annual earnings may not exceed the allotted award.
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Program
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Average # of Hrs/Week
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Maximum Earnings Per Year
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FWS
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Average 10-15 hrs/week
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$3360
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ASSP
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Average 8-10 hrs/week
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$2000
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*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 Financial Aid Office 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 UTC Student Employment Handbook.
UTC Human Resources Office requires student employees to sign up for direct deposit. 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 Financial Aid Office. Direct deposit will take effect on the second pay cycle after you turn in the required forms.
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. UTC does not withhold any state income taxes. 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 UTC 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.
