Payroll Services

Please use payroll-services@iup.edu to communicate inquiries, documents, timesheets, and issues.

Winter Break Employment for Students

• The first day of employment for winter break will be December 16, 2023.

• The last day of employment for summer break will be January 12, 2023.

  • Please ensure hours up to and including May 5, 2023, have been entered, signed, and approved in eTime by Monday, May 8, 2023, by noon for timely payment.

  • Student workers will continue to be exempt from FICA taxes (Social Security/Medicare) for hours worked over winter break.

  • Students may work up to 40 hours per week over break if not enrolled in winter coursework or 25 hours per week if enrolled in winter coursework.

• Supervisors who will continue to employ students in their department from fall 2023 into winter  are NOT required to submit a new student employment profile sheet.

• Supervisors must hire new students to work in their department for winter break through Hire a Hawk.

  • Supervisors must complete the Summer Profile Sheet via MyIUP > Campus Services > Jobs and Careers.

  • Supervisors will be sent a Work Authorization email once the student completes all onboarding tasks.

  • Supervisors should complete the Fall/Spring Student Employment Profile Sheet via MyIUP > Campus Services > Jobs and Careers.

Spring 2024 Employment for Students

• The first day of employment for the spring 2024 semester is January 13, 2024.

• The last day of employment for the spring 2024 semester is May 17, 2024.

  • Please ensure hours up to and including May 17, 2024, have been entered, signed, and approved in eTime by Monday, May 20, 2024, at noon for timely payment.

• Supervisors who will continue to employ students in their department from fall 2023 into spring 2024 are NOT required to submit a new student employment profile sheet.

• If your student is no longer working in your department, please send the "Request to Term" notification via eTime.

• Students newly hired to work in your department during spring 2024:

  • Supervisors must hire the student through Hire a Hawk.

  • Supervisors will be sent a Work Authorization email once the student completes all onboarding tasks by the Office of Human Resources.

  • Please check the student's eligibility for 2023–24 Federal Work Study (FWS) on MyIUP > Personal Info > Federal work study eligibility for potential student workers link. Questions regarding a student’s eligibility should be sent to financial-aid@iup.edu.

  • Supervisors should complete the Fall/Spring Student Employment Profile Sheet via MyIUP > Campus Services > Jobs and Careers.

• Students who plan to return to your department in fall 2024, but are not working in summer 2024, supervisors should complete the Fall/Spring Student Employment Profile Sheet via MyIUP > Campus Services > Jobs and Careers closer to the beginning of the fall semester.

• Exemption from FICA taxes (Social Security/Medicare) will continue with the 2/9/2024 paycheck.

• Students may work up to 25 hours/week when enrolled in courses during the academic year.

  • International students may work up to 20 hours/week during the academic year.

2023 W-2 forms will be available through the Employee Self-Service portal if you enrolled for an electronic copy in 2023. It is too late to enroll for an electronic version of the 2022 W2.

Paper W-2 forms will be mailed to your last address on file in the payroll system. Per IRS guidelines, they will be postmarked by January 31 of the year following the tax year.

If you are in need of a copy of your W-2 for any year prior to 2023, active employees should first check their Employee Self-Service profile for the electronic version. Separated employees and those who have not yet elected an electronic W-2, please complete the W-2 Reissue Request form.