There are four forms that must be done for a job before you start
work. Since it takes the NYS payroll system 3-5 weeks to deliver the first paycheck, complete these immediately if you have not already done so. See
Student Employment in the Rakov Center. Let’s
discuss each form in turn.
Referral Form
Any student hired must come to Student Employment (Rakov Center) to do the Authorization. Bring a Referral Form from your supervisor; that tells us what payroll, rate and account is to pay you. (Students in Recreational Services and Drake Library may complete the form there.)
Authorization
This form places you on the
appropriate payroll. We complete the Authorization form in Banner for you when you bring us the Referral Form. Your paychecks will be delayed if it
is not done correctly.
It shows the name of your employing department, your wage rate and the
starting and ending date.
All students must do a new Authorization
at the start of each fall semester, and at the start of each summer
since enrollment status/tax withholding status may change at these times. All new jobs and job changes require a new Authorization.
Your supervisor can check
on your Authorization(s) by using the RJASEAR Banner screen. We also send you an email to the @brockport.edu account whenever an Authorization is done.
W-4
This form instructs the College
how to withhold your earnings for income tax. Yes, your earnings
as a student, including Work-Study, are taxable income. You use
the W-4 form to estimate what your tax liability might be at the end
of the year, and we withhold accordingly during the year so you about
break even when you file a tax return (no large amount owed, no large
refund).
However, you
must earn above a certain amount (currently about $75 a week) before
withholding takes place. That means most students do not have
taxes withheld during the school year, although taxes are often withheld
if students work more hours during summers or break periods.
If taxes are withheld,
you will need to file a tax return at the end of the year to determine
if you owe additional taxes, or (more likely) get a refund.
I-9
All new employees
are required to show proof of legal status to work in the United States.
We require all new employees to show proof of citizenship (birth certificate,
Social Security card or U.S. Passport), and proof of identity (College
ID or driver’s license). Foreign students usually show the
passport from their home country, and the I-20 and I-94 forms done by
the US INS.
For Work-Study student employees:
Work-Study students have an award amount- the most we will pay them from Work-Study. If you earn this amount, and your supervisor wants you to continue, they must notify Payroll
on the day you exhaust WS. There will be delays in your paychecks if you do
not follow these procedures.
Direct Deposit
We also encourage you to
use direct deposit for your paychecks. This ensures continuous delivery
of your paychecks when the College may be closed (as in the December
holidays, or other holidays), or when paycheck delivery from Albany
is delayed. Forms for Direct Deposit are available at http://www.brockport.edu/hr/payroll/ac2772.pdf
