Pay & Payroll for Student Employees

Student Wage Structure and Wage Changes

Basic Wage Rate Structure

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The rate of pay for each job is determined by the specific responsibilities of the job as stipulated in the job description on file in Student Employment/Financial Aid.

For the current rates for each level, please visit the website at: https://studentjobs.richmond.edu/students/rates.html.

Wage Rate Range Increases

Each year, in coordination with Human Resources, it is determined if the overall student wage rate structure should be increased to reflect cost of living and/or market adjustments. Notification of these increases (when applicable) is made to the supervisors and is normally implemented at the beginning of a new academic year.

Rate Increases

Rate increases allow supervisors to reward students who perform at an exceptional level at their position. Students may be eligible for pay increases at any time during the year but are often the result of a performance evaluation completed with the supervisor. It is not required that the supervisor conduct performance evaluations, but is highly encouraged.

Promotions

Promotions to new positions will be made effective during the pay period in which they are received in Student Employment and will not be made retroactive. When a student is promoted, the supervisor will set the pay rate based on the range for the grade level of the new position. All wage rates must be within the range for that pay grade level.

Payroll Issues

Payroll Department
Maryland Hall, G12
289-8171

Payroll handles all aspects of Web Time Entry (WTE), late time submittals, check distribution, direct deposit, W-2s and any issues with missing or lost checks. Lost or misplaced checks should be reported to Payroll immediately so a stop payment order can be placed and a replacement check generated.

Payroll Schedule

Students are paid on a bi-weekly basis. The two week pay period begins on a Sunday and ends on the second Saturday. Web Time Entry is to be submitted to the student’s supervisor by 10a.m. on the Monday following the pay period, with payday on Friday. Visit https://studentjobs.richmond.edu/students/payroll-information.html to get a copy of the Student Employment calendar that identifies when time is due and when paydays are.

Time Entry 

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Late Time Submittal

Do not report hours for a previous pay period on the current pay period’s time sheet. Late time should be submitted on the Late Paper Time Sheet no more than one pay period late. The Late Paper Time Sheet is attached to every WTE email reminder from Payroll and is also located on the Student Employment website here. This sheet should be completed and given to the supervisor to approve and turn in to the Payroll Office.

Direct Deposit Option

The convenience of direct deposit of your pay check electronically into your banking account is now available to student employees. We encourage all student employees to participate. Generally, the student’s funds can be directly deposited to any U.S. bank of the student’s choice. To participate in direct deposit, the student can complete the authorization online under the “Pay Information” section of the Employee Self-Service link in BannerWeb.

They can also complete the authorization form at the Payroll Office in person. Payroll asks that a voided check be included with the form, or the printed numbers from the bank, if possible. Please write VOID on your check. This check gives us the bank routing and account information. Students should read the disclosure statement carefully, paying special attention to their responsibility to notify the Payroll Office of any changes to their banking information.

If the student attaches a voided check or bank printout, the first pay check will be electronically deposited. If not, the first check will be a “pre-note”. A pre-note is a test run to the bank and the student will be paid with an actual hard copy check. On the next payday, the funds will be electronically deposited into the student’s account.

Students are notified by email on Thursday before the Friday pay day that the direct deposit notice is available for viewing in their BannerWeb account. This will give students all of the information that is typically on a hardcopy pay stub. Funds will be in students’ accounts on Friday.

Pay Check Mailing/Distribution

If students do not have direct deposit, Payroll uses the addresses on record in the Banner system for mailing purposes. They use a hierarchy to determine where to send the check. During the school year it is sent to students’ campus address. If none exists, it is then sent to students’ local address and finally the students’ permanent address. During other times of the year (as well as holidays), contact Payroll for their current mailing hierarchy. Direct Deposit is a perfect way of avoiding misdirected checks.

If a student’s address changes, contact registrar@richmond.edu or call 289-8639 to change it. If students are unsure where their checks will be or were sent, they should contact Payroll at 289-8171.

Taxes

FICA Exemption (Social Security and Medicare)

Student employees are exempt from paying FICA taxes during the academic year. This is typically an additional 7.65% that the student brings home compared to an off-campus job. Students do, however, pay FICA taxes during the summer.

 

State and Federal Taxes

State and federal taxes are withheld according to the tax forms students completed during their pre-employment paperwork.

If a student feels that their tax situation has changed since they completed their pre-employment paperwork and would like to change their withholdings, they can complete new forms in the Financial Aid Office at any time.