Student Payroll | Houghton University

Working on Campus

If you are planning to work on campus this year, please review the Student Employment Hiring Process. Working with your hiring supervisor, you will be required to complete essential paperwork and provide identification information to the Student Payroll office. Payroll will work with you to ensure all the necessary forms are completed and provide you with a Red Card that will allow you to work on-campus.

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Questions?

Dianna Clem
Payroll Specialist

Luckey Building
One Willard Avenue
Houghton, NY 14744

585-567-9319
dianna.clem@houghton.edu

Student Payroll FAQs

Student Employment Hiring Process

Get Hired

Be hired by a department/office on campus.

Explore Opportunities

New Hire Paperwork

Your hiring supervisor will submit new student hire info to Payroll, and the new hire will receive an e-mail from Payroll with information on how to sign up and prepare for their in-person Payroll Paperwork Appointment.

Schedule an Appointment

Make an appointment with payroll through the link in your new-hire e-mail.

Present Identification

Attend appointment, present required identification and complete paperwork including the I-9. You must bring TWO ORIGINAL CURRENT FORMS OF ID to campus for employment verification. No photocopies accepted. Please review the I-9 Acceptable documents.
Most commonly:
1. Current Driver’s License/learner permit AND Social Security Card or Birth Certificate
2. Current Passport, that will work for both forms of ID

Acceptable Documents

Receive Red Card

Receive a Red Card from the Payroll Office once all paperwork and ID information has been reviewed. A Red Card verifies that you are cleared to work on campus.

Present Your Red Card

Show your Red Card to your supervisor. This must happen before your first shift.

Red Card
The Red Card authorizes you to work for any department on campus, during your term as a full-time student of Houghton University. Once it has been obtained, payroll paperwork does not need to be renewed to begin working for a different department on campus; just present your Red Card once hired by a new department.

Direct Deposit
Direct Deposit is Houghton University’s method of payment. Please note that your checks may be deposited into any participating bank account and you will need your bank name, type of account, routing number, and account number. Paper checks for those not utilizing direct deposit are mailed to the student's home address.

International Students
You must also provide an I-20 (student visa) and visit the Intercultural Student Programs Office upon arriving on campus regarding how to apply for a social security number.

Forms

Mandatory Forms

2023 Employee Info Form
I-9 Form Acceptable Documents (The I-9 form must be completed/signed in front of Payroll personnel. This is just a link to the list of unexpired identification documents that must be presented when the form is completed.)
2023 W-4 (PDF)
2023 Form IT-2104 (NY State Tax withholding) (PDF) Instructions for 2023 Form IT-2023

Other Forms

Payroll Appointments

The procedures that require an in-person meeting are as follows:

NEW Student Workers
For those looking to set an appointment to do an I-9, payroll paperwork, and receive a Red Card to be cleared to work.

An e-mail with a unique appointment link for setting a "New Hire Payroll Paperwork appointment" will be send automatically once the hiring supervisor submits the student's name to Payroll. There will also be a link to set up separate paperwork pickup appointment for all the necessary forms for this type of meeting. These appointment links are ONLY AVAILABLE via this automated e-mail. If it has been more than 3 days since you've been hired and you have not yet received this e-mail, please contact your supervisor, and then Payroll. Do NOT use the links below to set up this type of appointment.

CURRENT Student Workers
For those who have already received a Red Card.

You may set up an appointment to receive a replacement for a lost or damaged Red Card here.
You may set up an appointment to pick up or drop off paperwork to update information on file with Payroll here, such as changing address/contact information, provide new or updated Direct Deposit information, or submit an updated tax form.

If you are uncertain what type of appointment you need, please contact the Payroll office directly via phone or e-mail before setting up an in-person appointment.

Summer Employment

Before starting your summer employment:

You need to complete a Employment Form, even if you have worked on campus before. Be sure to get your supervisor's signature with Department name and turn it in to the Payroll Office
Please check with the Payroll Office to be sure you are in our payroll system. If you are not in our system you will need to fill out required forms
See the Pay Schedule to know when to expect payments.

NOTE: Our preferred form of payment is by direct deposit to your bank account. You may be paid in the form of a live check, however, please be advised that if you are responsible for the misplacement of a check, there will be a $40.00 fee to stop payment on that check. If you choose to be paid by direct deposit, please fill out the Direct Deposit Form. Thank you.

Student Pay Schedule

The beginning dates and the ending dates are those weeks for which you will be paid on the pay date. Please feel free to print off the schedule for easy reference.

Student Timecards are due to the Payroll Office by 12:00 PM on the Mondays indicated below.

Beginning Date	Ending Date	Cards Due at Office	Pay Date
12/17/2022	12/30/2022	1/2/2023	1/13/2023
12/31/2022	1/13/2023	1/16/2023	1/27/2023
1/14/2023	1/27/2023	1/30/2023	2/10/2023
1/28/2023	2/10/2023	2/13/2023	2/24/2023
2/11/2023	2/24/2023	2/27/2023	3/10/2023
2/25/2023	3/10/2023	3/13/2023	3/24/2023
3/11/2023	3/24/2023	3/27/2023	4/7/2023
3/25/2023	4/7/2023	4/10/2023	4/21/2023
4/8/2023	4/21/2023	4/24/2023	5/5/2023
4/22/2023	5/5/2023	5/8/2023	5/19/2023
5/6/2023	5/19/2023	5/22/2023	6/2/2023
5/20/2023	6/2/2023	6/5/2023	6/16/2023
6/3/2023	6/16/2023	6/19/2023	6/30/2023
6/17/2023	6/30/2023	7/3/2023	7/14/2023
7/1/2023	7/14/2023	7/17/2023	7/28/2023
7/15/2023	7/28/2023	7/31/2023	8/11/2023
7/29/2023	8/11/2023	8/14/2023	8/25/2023
8/12/2023	8/25/2023	8/28/2023	9/8/2023
8/26/2023	9/8/2023	9/11/2023	9/22/2023
9/9/2023	9/22/2023	9/25/2023	10/6/2023
9/23/2023	10/6/2023	10/9/2023	10/20/2023
10/7/2023	10/20/2023	10/23/2023	11/3/2023
10/21/2023	11/3/2023	11/6/2023	11/17/2023
11/4/2023	11/17/2023	11/20/2023	12/1/2023
11/18/2023	12/1/2023	12/4/2023	12/15/2023
12/2/2023	12/15/2023	12/18/2023	12/29/2023
12/16/2023	12/29/2023	1/1/2024	1/12/2024
12/30/2023	1/12/2024	1/15/2024	1/26/2024

Paperless Pay

Pay information for the current and prior calendar year is available online for viewing and printing. You can access your pay stubs 24 hours per day, 7 days a week online.

Each pay day, you will receive an email notifying you that your pay information is available.

You will be asked to set up a username and initial password when you visit the site. Once you are in to the site, we ask that you immediately change your password by going to the settings area on the right side of the screen.

Please contact the payroll office at payroll@houghton.edu for questions concerning paperless pay.

FAQ

What is Direct Deposit and how do I get set up?

Direct Deposit means that your pay will get deposited directly into the bank account of your choice. No running to the post office to pick up a check and then having to go to the bank to cash or deposit it. The money goes directly into your bank account each pay day and you receive an email notice alerting you that your new pay information is available. You can access the amount of your pay, withholdings and net deposit online 24/7. This makes direct deposit the preferred method of payment here at Houghton University.

PLEASE NOTE: While our preferred form of payment is by direct deposit to your bank account, you may be paid in the form of a live check if you wish.

To set up direct deposit, simply fill out the Direct Deposit Form and sign up to drop off your form at an in-person appointment here. Bring the form to the Payroll office along with a check or deposit slip from the account that you wish to use. If you are due to be paid during the transition time, you will receive a live check and your direct deposit will become effective in the next pay.

What if I choose to receive a check?

If you choose not to have direct deposit, your check will be addressed and mailed to your home address on file in Payroll. Should you move, please be sure to alert Payroll of your new address as soon as possible. If you wish to receive your check in your CPO, you will have to make arrangements with the College Post Office.

How do I get a job and get paid?

Check with various departments for current job openings or stop in at the Office of Vocation and Calling, located in the Chamberlain Center.
You must be hired by a department on campus before paperwork can be started with the Payroll Office. The hiring Supervisor will submit new student hire's information to Payroll, and the student will receive an e-mail regarding the next steps for paperwork and how to sign up for an in-person paperwork appointment.
You may not begin working in any department on campus before you have:
- Been hired by an on-campus department, and the Supervisor has submitted your information to Payroll.
- Completed the necessary payroll paperwork at an in-person appointment with Payroll. This includes presenting identification in order to fill out the I-9 form (this must be completed in the payroll office). Check here or see below for a list of acceptable identification that you may present (I 9 Acceptable Documents). Please note that we are required by law to see original documents; no photocopies or faxes will be accepted.
- Received a Student Employment Card (red card) from the Payroll Office to show your supervisor. Please read our Student Employment Policy regarding these cards.

When all of your information is turned in, you then take the responsibility of making sure that your time cards are turned in on time and filled out properly. You can access the pay schedule here. You must talk with your supervisor to determine whether it will be their responsibility or yours to turn in your time card.

The cards must be turned in to the Payroll Office by 12:00 p.m. the Monday following a pay day (Friday). They must be submitted to your Supervisor for review and approval. If your cards are not turned in, you will not get paid for that work until the following pay periods time cards are processed. Because of the high volume of time cards that we must process, there is no room for leeway.

Please also make sure that all of the proper information is filled out legibly on your time card. If information is missing or unclear, there is a possibility you will not be paid until it is properly filled out.

Please write your Campus Wide ID # (CWID) on all of your time cards. This is the number that is written on the top of your red card.

What are acceptable documents for the I-9?

*One from List A, OR one from list B AND one from list C.

List A	List B	List C
1. U.S. Passport or U.S. Passport Card	1. Driver's license or ID card issued by a state or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address	1. A Social Security Account Number card, unless the card includes one of the following restrictions: (1) NOT VALID FOR EMPLOYMENT (2) VALID FOR WORK ONLY WITH INS AUTHORIZATION (3) VALID FOR WORK ONLY WITH DHS AUTHORIZATION
2. Permanent Resident Card or Alien Registration Receipt Card (Form I-551)	2. ID card issued by federal, state or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color and address	2. Certification of report of birth issued by the Department of State (Forms DS-1350, FS-545, FS-240)
3. Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa.	3. School ID card with a photograph	3. Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal
4. Employment Authorization Document that contains a photograph (Form I-766)	4. Voter's Registration card	4. Native American tribal document
	5. U.S. Military card or draft record	5. US Citizen ID Card (Form I-197)
5. In the case of a nonimmigrant alien authorized to work for a specific employer incident to status, a foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form.	6. Military dependent's ID card	6. Identification Card for Use of Resident Citizen in the United States (Form I-179)
	7. U.S. Coast Guard Merchant Mariner Card
	8. Native American tribal document	7. Employment authorization document issued by the Department of Homeland Security
	9. Driver's license issued by a Canadian government authority
6. Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI	For persons under age 18 who are unable to present a document listed above:
	10. School record or report card
	11. Clinic, doctor or hospital record
	12. Day-care or nursery school record

What do I do if I have a problem with my check?

If there is a problem with your paycheck, it is best if you let us know immediately by stopping in to our office. We are located in the bottom of the Luckey Building on the Chapel Side. Your delay could cause a longer time span in getting your problem fixed.

What do I do if the information on my check is wrong?

Please check to make sure that the information that is printed on your check or listed on your paystub online is correct. If the information is wrong, it may cause a problem with your W-2 form.

You also need to inform us if you have changed your name, address or taxable status.

How much will I get paid and when will I get paid?

You will be paid $13.20/hr. for the hours you work. Any hours that you work in a week over 40 are considered to be overtime. Overtime hours are paid at a rate of 1&1/2 times the regular hourly rate.

Paydays are every other Friday. You can find a complete schedule at Student Pay Schedule.