Policies & Tax Information

Please see the information below to learn about tax documents and policies governing on-campus student employment.

I-9 Form: Employment Eligibility Verification

The I-9 is used as proof of work eligibility. All student employees prior to beginning employment must complete an I-9. Students will be asked to show documentation to establish both identity and employment eligibility (Ex. Student ID and SS Card).

W-4 Form

Completion of the W-4 lets Johnson State College know the correct federal and state income tax to withhold from a student's paycheck each pay period. (Student employees may be subject to federal and state withholding).

Conditions of Employment

All student employees must read and sign the "Johnson State College Student Employment Conditions of Employment" certifying that the student agrees to comply with them. The "Conditions of Employment" must be completed prior to employment.

Authorization Form

Upon completion of the I-9, W-4, "Conditions of Employment" and clearance from the business office, students awarded work-study will be issued a Work Study Authorization Form. This form must be completed by the hiring supervisor and signed by both the supervisor and the student. Once the form has been completed the student is eligible to work at Johnson State College. The Authorization form must be turned in to the Financial Aid Office before the student will be placed on payroll.

Time Sheets

Once the Financial Aid Office receives the student's signed and completed contract, an online time sheet will be created by Web Services. Students will be responsible for submitting their time online through this Web page every other Wednesday by midnight. An e-mail reminder will be sent to students to complete their time sheets. Hours should be recorded on a daily basis and students will electronically sign time sheets after entering in the last hours worked for the current pay period. Time should be recorded using the actual time in and out of work.

Time sheets must document actual time worked. Back payment for hours worked should be submitted to the supervisor for approval. Falsification of time sheets will result in immediate termination of employment. Students who falsify time sheets may become ineligible for future student employment.

Time sheets are totaled and signed by supervisors every other Thursday. Student paychecks will arrive in students' mailboxes the Thursday following the time entry. Direct Deposit is available; please go to the Financial Aid Office for the form. Late time sheets will not be paid until the following student payroll.

Monitoring of Work-Study

It is the supervisor's responsibility to monitor his/her student employees' earnings and to make sure the student does not exceed his/her maximum earnings. The Student Employment Coordinator will send notices after every payroll to supervisors, indicating original allotments, semester earnings to date, and current balances for each student employed in their department.

Maximum Earnings

Students may not work more than 40 hours per week (International students may only work 20 hrs per week). However, it is recommended that students do not work more than 20 hours per week so as to not interfere with their academic performance.

Training

It is the responsibility of the supervisor to notify his/her student employee(s) of any training or certification that may be necessary for employment. It is also the responsibility of the supervisor to notify the student(s) of any safety procedures within their particular department.

Dress Codes

Some departments may have dress codes for safety reasons or because students are in service positions and represent the college. Students should check with their supervisor for dress code information.

Confidentiality

Many on-campus departments deal with highly confidential material. Student employees must maintain strict confidentiality, and may not discuss confidential information except within the department and with the appropriate individuals.

Punctuality and Absences

Punctuality is a demonstration of a student's professionalism. Students are required to make every effort to be on time to their student employment jobs. A student should notify their supervisor if they know there is a possibility they may be tardy. Excessive tardiness may result in loss of work privilege. If a student will not be present for their scheduled work time, the supervisor must be notified in advance. Twenty-four hour notice is appreciated and in some departments it is required. If a student fails to report to work twice as assigned, and without proper advance notice of absence or late arrival, the supervisor has the right to terminate his/her employment.

Please keep in mind that these are general guidelines made by the Financial Aid Office. Many offices and work sites have additional rules that must be followed in addition to these rules. Students are advised to inquire about additional rules that may apply to their work environment.