Student Assistant and Work Study
Departments may hire students on a temporary basis on the Student Assistant Payroll or they may be hired through the College Work Study Program.
Students interested in participating in the College Work Study Program should contact the Financial Aid Office at 914-251-7000, send an email to firstname.lastname@example.org or visit their website for additional information.
Hiring a student on the Student Assistant Payroll
To hire a student on the Student Assistant payroll, departments must complete and process the following documents/forms to the Payroll Office before a student starts working:
- Request to Hire A Student Assistant
- Student Employee Data Sheet
- Employment Verification Form (I-9) (copies of original documents from the I-9 List of Acceptable Documents must be attached. Note: Only employees trained by Human Resources may certify the completion of the I-9. )
- Employment Verification Form (I-9 Instructions)
- IT-2104E (Certificate of Exemption from Withholding)
- W-4 Form (Federal Tax form
Once the final signatory (Budget Office) has signed off on the Request to Hire a Student Assistant form, the form and all of the supporting documents will be forwarded to the Payroll Office for review and processing. It is the responsibility of the hiring department to insure that all of the forms and supporting documents have been completed and submitted prior to a student working. Missing or incomplete documents and information can adversely effect a student getting paid on time.
Students on a Student Assistant or College Work Study Payroll are paid biweekly every other Thursday.
If you have any questions or concerns regarding the hiring process, please contact either Yudith Espinal, Payroll Coordinator at 914-251-5905 or Robin Farrell, Payroll Manager at 914-251-6096.
If employees who are involved in the hiring process (for Students, Staff and/or Faculty) within their department wish to be trained in how to complete an I-9, please contact Ricardo Espinales, Associate Director of Human Resources at 914-251-6086.
Paying a Student Employee
After a student on the Student Assistant Payroll has been approved to work and begun working, they are required to submit a biweekly Student Assistant timesheet to their supervisor. (Note: the supervisor cannot be another student.)
The supervisor is required to review and sign the timesheet and forward it to the Payroll Office along with any other student timesheets and the Student Assistant Submittal Form .
Timesheets for students in the College Work Study Program must be submitted to the Financial Aid Office. Departments must simultaneously submit a corresponding College Work Study Submittal Form to the Payroll Office.
Guidelines for Student Hours of Employment:
Student Assistant hours of employment are limited to 20 hours per week while classes are in session.
International Students are limited per United States Citizen and Immigration Services regulations to working no more than 20 hours per week while school is in session.
- Student Assistant may work more than one job on the Student Assistant payroll, however, the maximum number of hours worked per week cannot exceed 20 hours which is the combined hours for all jobs
During academic breaks and the summer Student Assistants may work a maximum of 29 hours
Retirement Plan For Student Employees
Students on the Student Assistant or College Work Study payroll may elect to participate and contribute to a retirement plan. Student employees interested in participating in a retirement plan must enroll electronically via the SUNY online enrollment and management system and complete an Employees’ Retirement System Membership Registration form. If you need further information, please visit the following website: New York State and Local Retirement System.