Student Payroll Procedures
All student employment payroll is processed through the Workday system. Students report their hours worked and are paid every two weeks. Because the process is bi-weekly, students must submit their web time sheets every other Monday by 10am. On Friday of that week, students will either receive a pay check in their Vassar mailbox, or if enrolled, a direct deposit into their designated bank account.
The annual student payroll calendar outlines important dates and deadlines for each pay period. In addition, courtesy reminder emails are sent out prior to all payroll deadlines. Be sure to comply with these dates so that you are paid on time.
Select from the following:
Student Wage Limits
Student wage rates are determined by the SEO. The hourly wage is $10.00
Earnings and Hour Limits
For students with a student employment allowance (CWS or ISEP) in their financial aid package, the total annual earnings may not exceed the allotted award. Students without an allowance in their award are eligible to earn up to the maximum earnings for their class year. A student's class level also determines the average number of hours per week s/he is eligible to work during the academic year.
|Class Year||Average # of Hrs/Week||Maximum Earnings Per Year|
|First Year||Average 8 hrs/week||$2400|
|Second Year||Average 9 hrs/week||$2700|
|Third Year||Average 10 hrs/week||$3000|
|Fourth Year||Average 10 hrs/week||$3000|
*Please note that the chart above is for academic-year positions; positions during breaks are handled separately. Maximum earnings per year do not include winter, spring, and/or summer break earnings. Click here for more information on our break policies.
The SEO 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 Student Employment Handbook.
We strongly enourage students to sign up for direct deposit. You will avoid misplacing checks, having to go to the bank to cash a check, filling out forms with the Post Office to have mail sent elsewhere during break, etc. Signing up for direct deposit is done electronically. Review the instructions. You will need your bank information, account information and routing number. Please be advised that it can take 1-2 payrolls before the direct deposit goes into effect.
Student Employee Tax Information
The W-4 form is used to determine how much (if any) tax should be withheld from a student’s pay. Vassar withholds Federal and New York State income taxes based on the W-4. 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 Vassar 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 and is also found on Ask Banner. It is the responsibility of the taxpayer to file the appropriate income tax forms annually.