You’re Hired

On-Campus Student Employment Checklist

It is the responsibility of your hiring department to provide you with the On-Campus Student Employment Checklist (PDF). It provides clear guidance, navigating you to the proper offices to receive and/or submit the Student Employee Hiring Form, W-4 and I-9 forms.

Student Employee Hiring Form

It is the responsibility of your hiring department to obtain and complete the Student Employee Hiring Form (PDF), which serves as payroll authorization. A new one has to be completed for each job that you have on campus.

Work Authorization

You must complete Form I-9 in-person at the Office of Human Resources within 3 days of your start date. You must bring your Student Employee Hiring Form, W4, checklist and proof of identity (PDF). OHR will provide you the I-9 form. If you have never worked at Towson University or if it has been more than 6 months since were paid by Towson University you must go to the Office of Human Resources to complete the I-9 form, where your identification and employment eligibility will be re-verified with acceptable documentation. This is a requirement for all employees per federal regulations.

Form W-4

You will need to complete a W-4 form as part of the hiring paperwork in order to get paid. For information on how to complete the form, review this orientation.

• For international students, the W-4 form is completed by the Nonresident Alien (NRA) Tax Office.

Work Hours

Employment should not interfere with students’ educational goals. A normal work week is 10 to 20 hours, and it strongly recommended that a student works no more than 20 hours per week on campus. Students and employers generally coordinate the hours to be worked, and most jobs allow students to arrange their schedules around their classes. Students are not permitted to work during scheduled classes or exams.

• Students working during the summer or minimester may work more than 20 hours per week.
• International students with F-1 visa status may not exceed 20 cumulative hours per week during the fall and spring semesters.
• International students with F-1 visa status may work more than 20 hours per week only during vacation periods (summer, minimester and spring Break).

Additional Information for International Students: Consult the International Student and Scholar Office to determine whether an international student is maintaining legal F-1 status or is eligible for overtime compensation.

Breaks

For student workers age 18 and older

Breaks of 20 minutes or more are unpaid (for example, lunch and meal breaks). Breaks of fewer than 20 minutes must be paid. For students who work five consecutive hours or more in one day, Towson University recommends that they be granted a 30-minute unpaid lunch break. A break for lunch is not considered work time and is not to be used to shorten the workday.

If a student works during a break, the entire "break" is considered time worked, and must be paid and included in the sum of hours worked during the work week.

For student workers age 17 and younger

Minors age 17 and younger must receive a 30-minute break for every five consecutive hours of work.

All student employees age 17 and under MUST have a valid work permit on file for the State of Maryland BEFORE beginning work. The process is easy, convenient, and can be started prior to the student arriving on campus.

Getting Paid

Once you have completed Form I-9 you are required to bring the hiring paperwork to Student Financial Services, located on the 4th floor of the Administration Building in order to be put into the payroll system. The minimum wage at TU is $15.00 per hour. A pay rate beyond the minimum wage is determined by the hiring department according to the nature and difficulty level of the job, usually in correspondence with the standard job classification system. Please keep in mind that the following guidelines are recommendations and are not mandated by Towson University or the state of Maryland.

• TU minimum wage: $15.00 per hour
• Depending on the job responsibilities, new student hires are paid anywhere from minimum wage to pay reflecting higher skill sets and responsibilities per hour
• Pay increases is at the employers’ discretion, however the average pay increase is $.25 - $.50 per academic year

It is recommended that departments review current work hours and pay rates, forecast for potential changes and make necessary adjustments in order to account for this requirement within existing budgets. If you have questions, please contact Financial Services Helpline at 410-704-5599, option 1 or email finservehelp AT_TOWSON.

Timesheets

• You must complete timesheets every two weeks by 10 a.m. on Friday (unless a holiday requires an earlier deadline). Refer to the Contingent Payroll Schedule.
• If you have more than one job on-campus, you will complete a timesheet for each job.
• Enter time in (when you began working) and time out (when you ended work).
• Make sure you click “Save Entries” to approve your timesheet. Your supervisor will need to review and approve your timesheet – or else you will not be paid.
• For unapproved and late timesheets, complete a paper timesheet.
• Your initial hourly rate will show on your paycheck; any rate changes will show in the timesheet menu bar.

First Pay

• You will be paid by check.
• It typically takes four weeks to receive your first check.
• Your check will be mailed to the address you provided on the W-4 form.

FICA

• FICA (Social Security & Medicare tax) is not withheld from student wages as long as a student is enrolled for 6 credit hours or more or another exemption applies.

Direct Deposit

• After you receive your first paycheck by mail you may apply for receive direct deposit.
• You can sign up for direct deposit at any time by completing a Direct Deposit Authorization Form. It typically takes one pay period for direct deposit take effect.
• To complete the Direct Deposit Form you will need:
• Your bank account number
• The bank routing name
• Name of your bank

Payment information (POSC)

• If you receive a check and do not use direct deposit, your payment information will be attached to your check.
• If your earnings are paid via Direct Deposit you will not be mailed a pay stub.
• All students can sign up to access your payment information online through the State of Maryland’s Payroll Online Service Center (POSC). To sign up you will need:
• Your Social Security Number
• Your date of birth
• TU’s Agency Number: 360224
• Check number (upper right hand corner on paycheck)

If you do not have a paycheck, call the Help Line at: 410.704.5599, option one or e-mail finservehelp AT_TOWSON.

• On POSC you can:
• View your current and back pay
• Retrieve W2 statements for current and past years
• Make updates to W4 form, Direct Deposit or Address Change

Address Change

• It is important that your current address is on file with the Payroll Office, including your campus mail box.
• You can update your address by printing the Payroll Address Change Form, or you can change your address on POSC if you are signed up.