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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 or x4401, emailing payroll@smith.edu, or going to College Hall 204.
The I-9, M-4, and W-4 Forms and Direct Deposit
Before a student may legally begin to work, she must complete an I-9 form, an M-4 form, and a W-4 form. We also encourage students to sign up
for Direct Deposit of your paycheck into a bank to aid in the College Payroll's effort to go green and paperless. If you do not have the mandatory forms on file with the Payroll
Office your employer will not be able to complete your hire on JobX. You may not work until you are hired on JobX. Therefore, it's in your best interest
to complete these requirements as soon as possible. the I-9, W-4 and M-4 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 hired and then paid.
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 or x4401.
BannerWeb Timesheets
The Payroll department 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. If your employer fails to hire you online do not hesitate to contact Student Employment Office. By law, students must be paid
within 2 weeks of performing work, and should not work until officially hired.
This is how the system works:
1) First you apply for a job, whether at the meeting for first year students or JobX for upperclass students. You may apply either online
or by calling/emailing, depending on the employer's preference.
2) Upon hiring you, the employer must immediately do so officially on the JobX program.
3) The Payroll Department creates a time sheet for you on BannerWeb usually within 24 hours. If you do not find it, contact Payroll.
4) As you work, you track your time on Web Time Entry.
5) Submit your timesheet online to your supervisor for approval on every pay period ending date.
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 6, 2012 and ends on the last day of finals, May 10,2013.
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. Never put off submitting your time sheets!
Web Time Entry & Payroll: Payroll Office, College Hall #204, 585-2213, payroll@smith.edu, and www.smith.edu/controller/payroll.php
Pay Rates
The standard hourly campus pay rate for 2012-2013 is $8.50 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. If you earn a higher rate you can expect
to reach your Work-Study limit sooner and must therefore arrange to work fewer hours.
Payday
If your paycheck is electronically deposited into a bank account your funds are instantly available instead of going to your mail box then heading
into town to cash it. Payroll emails you a notice that your pay has been deposited and includes a link so that you can view it online. To sign up for this efficient process, please go to Payroll's website.
There you can download and print the Direct Deposit Authorization form and learn how to view your pay stub online.
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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Who Is Eligible
Employment & the Financial Aid Package
Guidelines for Non-Aid Students
On The Job Expectations
Finding A Job
Using JobX
Getting Paid
America Reads/America Counts Tutoring Program
Off-Campus Work-Study Program
Other Types of Jobs
Work-Study for First Year Students
Work-Study for Transfer Students
Work-Study for New Ada Comstock Students
Student Payroll
CDO Help With Resume Writing
Contact Student Employment
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