Illinois State University Policy Web Site

Initiating body: Payroll
Contact: Payroll Office 438-7677
Revised on: 06/2002

2.2.1 Student Employment

Policy

Upon hiring a student, the department must fill out a Student Employment Form and an I-9 Form. These forms may be obtained from Student Employment in the Student Services Building. Students should not begin work until the Student Employment Office has approved them for employment. Approval for work will be confirmed when the supervisor receives the pink copy of the Student Employment Form from the Student Employment Office. Make sure all information on these forms is correct. Any questions about the I-9 Form must be directed to the Student Employment Office at 438-2027.

Guidelines for Student Employment

  1. Complete a Student Employment Form and an I-9 Form. These forms are obtained from the Student Employment Office.
  2. The student should complete a W-4 Tax Form in the Payroll Office.  Only one form is required per student.  If a student becomes employed by a different department on campus, it is not necessary to complete another form.
  3. After receiving the approved Student Employment Form, Payroll enters the demographic and appointment data into the data base. Since a time card will be generated from this information, it is imperative that the Student Employment Form be filled out correctly.
  4. If the Student Employment Form is received in the Payroll Office in time to be processed, a supplemental time card will be generated on the Wednesday before the pay period ending date and distributed by mail on Thursday. If a student employment form is not processed by Wednesday, the department will not receive a time card for that pay period and must complete a manual time card.
  5. Hours worked, if not entered on a manual time card, will have to be entered on the next time card in the spaces marked "enter below hours worked previously but not reported on time card." Time cards for the next two-week pay period are run on Thursday before the pay period ending date and distributed by mail on Friday.
  6. Student pay checks are distributed by mail from the Payroll Office to the departments. The departments are responsible for distributing the checks to the students.
  7. Student pay days are every other Friday, unless notified by the Payroll Office. Schedules of Student Pay Dates are distributed to the departments by the beginning of the Fall term each year. Additional copies are available in the Payroll Office.