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Student Payroll Guidelines

All paperwork must be complete and in the Payroll Services Office before a student can begin work. It is the supervisor’s responsibility to ensure all requirements are met and paperwork is complete prior to the student’s first day of work.

Incomplete profile sheets will be returned to the student for completion. The student will not be placed on payroll until all paperwork is complete.

Students Submitting a Federal Profile Sheet

Please verify the student’s funding has been awarded (contact the Financial Aid Office to verify). The student is not permitted to work and will not be placed on payroll until the award has been made.

Student Employment at IUP requires the student to be enrolled in course work for a minimum of six credits during the Fall and Spring semesters. In order to be employed during the Summer, a student must be enrolled for the following Fall semester.

Student Employees – First Time on IUP Payroll

Student employees being placed on IUP payroll for the first time must complete:

  • Profile/Job Assignment Sheet
  • Form I-9
  • Form W-4
  • Local Service Tax Exemption Form — if seeking exemption from this tax
  • State Work Study Application — if completing a UE/Grant Student Profile/Job Assignment Sheet

Students must complete all documents prior to arriving at the Payroll Services Office, G-11 Sutton Hall. New student employees also must present a social security card and photo ID.

A student without a social security number is not permitted to work.

International Student Employees

International student employees must provide the following documents Services Office as required by federal law.

  • Profile/Job Assignment Sheet
  • Form I-9
  • Form W-4
  • Earned Income/Wage Tax Questionnaire/Change of Address Form
  • Local Service Tax Exemption Form
  • Passport
  • Visa
  • I-94 Departure Record
  • DS-2019/IAP-66 Certificate of Eligibility For Exchange Visitor(J-1) Status or I-20
  • State of Citizenship Status and Taxation Form

Returning Student Employees

Returning student employees must complete a Profile/Job Assignment Sheet. If the student employee was on IUP payroll last year, this is the only document they will need to complete prior to arriving at the Payroll Services Office, G11 Sutton Hall.

Returning student employees who were not on IUP payroll last year will be treated as newly hired. (See above: Student Employees – First Time on IUP Payroll)

Federal Work Study

Students will not be employed through the Federal Work Study Program until verification of eligibility for federal aid.

Direct Deposit

Please encourage your student to sign up for Direct Deposit.

If you would like IUP Payroll Services to direct deposit your pay, you must provide a voided check along with a direct deposit form. Students do not need to reapply for direct deposit if they have had direct deposit through IUP Payroll Services in the past year. Direct deposit will continue until the Payroll Office is notified by the student to stop the direct deposit. It is the student’s responsibility to notify the Payroll Office of any changes that could affect their direct deposit (new bank, new account number, or a stop of a direct deposit). It is also the student’s responsibility to notify the Payroll Office of any changes that could affect their payroll information (federal withholding, address changes, phone numbers, name change, etc.).

To be paid on September 23, 2011, students must sign up for payroll no later than 12:00 noon on Tuesday, September 6, 2011. NO EXCEPTIONS

Noteworthy Information

  • First workday for Fall 2011: 08/27/2011
  • First paydate for Fall 2011: 09/23/2011
  • Last paydate for graduate assistants (Fall only): 12/30/2011
  • Last paydate for graduate assistants (academic year): 05/18/2012

If a student is not enrolled or has graduated from IUP, the student can no longer be on payroll and their employment ends.

All supervisors must have a proxy to approve student hours in case the supervisor is unable to approve the hours for the student. Please contact stu-pay@iup.edu for assistance.

All forms and information are available at Payroll Services.

  • Office Hours
  • Monday through Friday
  • 8:00 a.m.–4:30 p.m.