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Supervisors of Student Employees


Once you have hired a student to work in your department, a Student Employment Contract must be completed and submitted to the Student Payroll Service Center (115A Phillips Hall), please ensure the student understands their responsibilities before signing the contract. A copy of the contract should be kept in your department since it is a legal binding agreement between you and the student.

The contract is used to set up the student's job in the Banner Payroll system. A separate contract must be completed for each job, whether the student is to be paid an hourly rate or stipend.

In addition to the contract, new student employees must complete the following forms:  Form I-9, W-4, NC-4 and Direct Deposit forms in order to be set-up in the Banner Payroll system. The contract and forms must be completed prior to or on the first day of work. Refer to the "Student Employees" tab for more detailed information.

Student Employment Contract

Student Employment Change Form

The supervisor is responsible for submitting a Student Employment Change Form to the Student Payroll Service Center if any of the following events occur:

  1. A student's job is terminated prior to the end date on the contract
  2. The funding source for a job changes
  3. The hourly pay rate or stipend amount changes

Student Employment Dates

The start and end dates on a student employment contract drive the payments for the  Banner Payroll system and are used to open the WTE online time sheet in OnePort so that hourly rate student employees can report the hours worked. The start date on the contract can vary depending on the needs of the department but the end date on the contract cannot go past the last day of the semester. The chart below shows the range of dates for the Academic Calendar years that are valid for student contracts.

Contract Dates for the 2014 - 2015 Academic Calendar Year



      Student Empoyees

    Federal Work Study

     Student Employees

Semesters Start Date End Date Start Date End Date
Summer 2014 only May 11, 2014 Aug 13, 2014      none      none
Fall 2014 - Spring 2015 Aug 14, 2014 May 9, 2015 Aug 18, 2014 May 5, 2015
Fall 2014 only Aug 14, 2014 Dec 13, 2014 Aug 18, 2014 Dec 9, 2014
Spring 2015 only Jan 8, 2015 May 9, 2015 Jan 12, 2015 May 5, 2015

Payment Types

Hourly Rate Student Employees

Student Employees are paid an hourly rate based on how many hours they work per day. The start and end dates on the contract plays a crucial part in the Banner Payroll system and when the online time sheet is available in OnePort for student employees to record their hours worked. 

Stipend Student Employees

Student employees are paid a flat rate for a job, project, or internship on the same bi-weekly schedule as an hourly rate job. Stipends can be paid in one pay period or multiple consecutive pay periods. The contract must indicate the pay period dates in which the employee is to be paid.

Payroll Request

When students are paid a stipend on an intermittent schedule, the supervisor must fill out a Payroll Request Form in addition to the Student Employment Contract. The Payroll Request Form must be submitted to the Student Payroll Service Center, 115A Phillips Hall, a few days prior to the end of the pay period. The form must indicate the payment amount and when the student is to be paid.

  • Payroll Request Form is located under the "Forms" tab. 

     Web Time Sheets

    Approving Web Time Sheets and setting up Proxies

    Supervisors of hourly employees are responsible for approving their employees time sheets by the approvers deadline which is outlined on the Bi-weekly Calendar (see link below).  Supervisors are strongly encouraged to set up one or more Proxies who can approve Web time sheets in their absence.  See the PowerPoint below for detailed instructions on how navigate and approve Web Time Sheets as well as how to set up Proxies.

  • Bi-weekly Payroll Calendar
  •  Web Time Sheet Instructions for Supervisors

Last edited by on February 5, 2015