1. Decision Is Made to Hire a New Student Employee...

2. Determining Which Payroll Forms Are Needed n Check the Blugold system for the following information: n Funding source n I-9 form n Tax forms

3. International Students n schedule appointment with Sue n bring appropriate documents n discuss tax treaty benefits (if applicable) n I-9 and tax forms will be completed at appointment n necessary approval from Center for Int’l Educ. Office n schedule appointment with Sue n bring appropriate documents n discuss tax treaty benefits (if applicable) n I-9 and tax forms will be completed at appointment n necessary approval from Center for Int’l Educ. Office

4. Payroll forms to be completed On-line eligibility form - All students need current eligibility forms on file for the appropriate session. (I.e. academic year and summer session) Tax form (W-4) I-9 form Paycheck distribution form If a student has previously been paid on student payroll, there is no need to re- submit a W-4 form, I-9, and Paycheck Distribution form.

5. BLUGOLD INSIDER The on-line student eligibility information is entered in the Blugold Insider located on the web at: www. http://web.uwec.edu/http://web.uwec.edu/ There are two options:  Student hourly compensation  Student non-hourly compensation

6. Information collected on- line and verified via email n After the form has been submitted, an overnight edit is run. n A confirmation/verification email is sent the day after the data has been submitted on the web form. n An email MUST be received to ensure student employment information has been processed into the payroll system. n It is extremely important to VERIFY the information to ensure accurate payroll information was submitted. Watch for funding changes. (I.e. no federal work study allocation would produce a message: “Non Federal Funding Only”.

7. “Are You a Legal Resident of Wisconsin?”

8. States With Reciprocity for State Taxes n If not from Wisconsin and not an international student, then... n Minnesota - Reciprocity n - complete W-222 annually n Indiana, Kentucky, Michigan, and Illinois - reciprocity - no additional forms to complete. - reciprocity - no additional forms to complete.

9. W-4 FORM - EMPLOYE’S WITHHOLDING ALLOWANCE CERTIFICATE

10. No Tax Form on File - Defaults to Single 0 n Most students claim single and 1 or 0 allowances n Students cannot claim both exempt and allowance n Students should read the instructions before claiming exempt n Do not collect tax forms from foreign students

11. Employment Eligibility Verification form (I-9)

12. Acceptable Documents

13. PAYCHECK DISTRIBUTION FORM

14. Advantages of Electronic Deposit n Funds are in bank account 8 am on pay days n No standing in lines to pick up check or to cash check n No worry about being sick or leaving town on pay day

15. Common Time Sheet Problems n missing information (rate, acct code, etc.) n incorrect eligibility information n supervisor signature missing n incorrect weekly hours total n incorrect week ending dates n missed or incorrect circles on opscan sheet n erasures

16. Information to Pass on to Your Student Employees n Where checks can be picked up (Schofield 220 student payroll window) n Student payroll schedule and calendar n Students must leave SASE if they wish to have pay checks mailed n Earnings statements are emailed the Tuesday before a pay date

17. n one paycheck per pay period. Not one check per job on campus n cannot work more than 40 hours per week n int’l students cannot work a total of more than 20 hrs per week while classes are in session Information to Pass on to Your Student Employees (cont.)

18. Student FICA Exemption Determined by Credit Load Academic Year Exempt from FICA tax if enrolled for 6 or more credits Summer Session Exempt from FICA if enrolled for 4 or more credits

19. Blugold System Payroll Information Available n Student directory information – to find student ID number and email name n Student workstudy allocation n I-9 and tax form, if completed n Check processed eligibility form(s) on file for: account code account code funding source funding source rate of pay rate of pay