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The Payroll Office is an entirely separate office from Student Employment and
handles student payroll in entirety. Please address all inquiries to that office by calling x2213, emailing payroll@smith.edu, or going to College Hall 204.
The I-9, M-4, and W-4 Forms
Before a student may legally begin to work, she must complete an I-9 form, an M-4 form, and a W-4 form. All forms are required by the federal and
state governments, and no employee can work or be paid until these forms are on file with the employer. I-9 , W-4 and M-4 forms are available in
the Payroll Office as well as at Central Check-In in the fall. Even if a student only works once during the year, she must have these forms on
file to be paid, so it is wise to complete them even if a student is not sure she will ever work.
The I-9 Form - Employment Eligibility Verification is required by the Immigration and
Naturalization Service, who also stipulates the types of acceptable identification. Proper identification must be shown to a staff member of the
Payroll Office at the time of completion. Acceptable identification is listed on the back of the form. Examples are either a passport or a combination
of a driver's license or Smith I.D. and a birth certificate or social security card. International students must have an un-expired passport with
I-551 stamp or attached INS Form I-94 and I-20 or an Alien Registration Receipt Card with photograph. The I-9 form has very specific directions and
requirements and should be read carefully. Payroll staff must uphold federal requirements and cannot accept any document not specifically listed as
acceptable by the government. All forms must be original, copies of documents are not acceptable.
The W-4, Employee's Withholding Allowance Certificate, directs Smith College to
withhold the correct Federal income tax from your pay. The M-4, Massachusetts Employee's
Withholding Exemption Certificate, directs Smith College to withhold the correct State income tax from your pay. Both forms must be read
carefully, filled out completely, and signed by the student. Any questions on completing these forms, beyond the instructions given, should be
referred to a parent, guardian, or the Payroll Office, College Hall #204, x2213.
BannerWeb Timesheets
The College uses a system call Banner Web Time Entry and all students enter their time worked online on a bi-weekly basis, to then be reviewed
and approved online by their supervisor and submitted for payment. You must complete a BanerWeb timesheet during the pay period worked, as you
cannot backdate online timesheets. Do not begin work unless you have been hired into JobX by your supervisor and a BannerWeb timesheet is set up. By law, you must be paid
within 2 weeks of performing your work and you and your supervisor are responsible for submitting timesheets on the schedule posted on Payroll's website.
All supervisors MUST hire all student workers using JobX first before students can be paid through WTE. This must happen in a timely manner before
payroll due dates.
Read the instructions on how to complete your BannerWeb timesheet, then connect
to BannerWeb to input your time.
*Student payroll begins the first day of classes, September 4, 2008 and ends on the last day of finals, May 8, 2009.
Important Note: No student payrolls will be held after the final due date on the schedule. Do not leave campus without insuring that you've been
paid for all your work during the academic year.
Web Time Entry & Payroll: Payroll Office, College Hall #204, 585-2213, payroll@smith.edu, and www.smith.edu/controller/payroll.php
Important Note: No student payrolls will be held after the final due date on the schedule. Do not leave campus without insuring that you've been paid
for all your work during the academic year.
Pay Rates
The standard hourly campus pay rate for 2008-2009 is $8.25 an hour. Pay rates
are set by the Controller, not by Student Employment or Payroll, and any pay rate higher than the standard rate must be approved by the Controller.
The Controller provides a memo to department heads listing all allowable pay rates and the rates are hard-coded on Web Time Entry to coincide with
each particular position. Supervisors will inform students if their work entitles them to a higher rate.
Payday
Your paycheck will be in your campus mailbox on payday. Students are paid bi-weekly on Fridays on the schedule found on Payroll's
website. If you choose electronic deposit of your paycheck into a bank or automatic credit of your paycheck to your tuition account, your check
stub will be in your box. The Payroll Office will assist you in arranging for automatic deposit of your check to a savings or checking account.
Students can also arrange for all or part of their paychecks to be automatically credited to their tuition accounts. For instance, you can choose to
have a specific dollar amount deducted from your paycheck or you can choose to have your entire paycheck credited to your tuition account. To take
advantage of this option, complete the Student Payroll Deduction Authorization Form available in Student Financial Services in College Hall. Please
consider your choice carefully before initiating Payroll Deductions to minimize future changes. Usually the deductions will go into effect in the
payroll following the date of submission of the form unless there has hasn't been enough time to update your file before a payroll.
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