Mandatory Forms

• 2024 Employee Info Form
• I-9  Form Acceptable Documents List  (The I-9 form must be completed/signed in front of Payroll personnel. This is just a link to the list of unexpired identification documents that must be presented when the form is completed.)
• 2024 W-4 (PDF)
• 2024 Form IT-2104 (NY State Tax withholding) (PDF) Instructions for 2024 Form IT-2024

Other Forms

• Direct Deposit Form (PDF)
• PFL Waiver Form (PDF)
• Student Employment Policy
• Change of Address/Contact Information Form (Online Form)

The procedures that require an in-person meeting are as follows:

NEW Student Workers
For those looking to set an appointment to do an I-9, payroll paperwork, and receive a Red Card to be cleared to work.

An e-mail with a unique appointment link for setting a "New Hire Payroll Paperwork appointment" will be send automatically once the hiring supervisor submits the student's name to Payroll. There will also be a link to set up separate paperwork pickup appointment for all the necessary forms for this type of meeting. These appointment links are ONLY AVAILABLE via this automated e-mail. If it has been more than 3 days since you've been hired and you have not yet received this e-mail, please contact your supervisor, and then Payroll. Do NOT use the links below to set up this type of appointment.

CURRENT Student Workers
For those who have already received a Red Card.

• You may set up an appointment to receive a replacement for a lost or damaged Red Card here.
• You may set up an appointment to pick up or drop off paperwork to update information on file with Payroll here, to provide new or updated Direct Deposit information, or submit an updated tax form. (Changes of address/contact information should be done via the Address/Contact Info Change Form online.)

If you are uncertain what type of appointment you need, please contact the Payroll office directly via phone or e-mail before setting up an in-person appointment.

There are several opportunities for summer employment on campus:

Summer Camps and Conferences - conferences@houghton.edu

Facilities/Custodial Crew - custodial@houghton.edu     Summer Custodial Application

Before starting your summer employment:

• Once you are hired for summer employment, your supervisor will provide your name to Payroll, and you will receive an e-mail regarding required paperwork and ID forms. Paperwork can be printed out from links in the e-mail, or copies will be provided at paperwork meetings if preferred.
• If you already have a Red Card, show or send a photo of your card to the hiring supervisor.
• All summer employees will need to complete a Employment Form and Summer Confirmation Form, even if you have worked on campus before. This will be provided to you on or before the first day of employment.
• For new employees, or anyone who has not worked since the previous summer- all new paperwork and original IDs are required.
• If you do not bring an acceptable combination of original I-9 IDs/documents, you will not be allowed to work. All documents must be original (no copies, photos, etc. can be accepted), and unexpired. Contact the Payroll Office in advance if you have any questions regarding the types of IDs that are required.
• Paperwork for summer sports camps will be done at the orientation meeting on Sunday of camp week; no individual appointment is required.
• For Custodial or other summer employment, an individual in-person appointment should be selected from the link in the initial Payroll e-mail. The Payroll Office is located in the Luckey Building, on the lower level.

Pay Information:

• See the Pay Schedule to know when to expect payments.
• NOTE: Our preferred form of payment is by direct deposit to your bank account. Otherwise, you may be paid in the form of a live check, which will be mailed to the home address on file in Payroll. If you choose to be paid by direct deposit, please fill out the Direct Deposit Form. Thank you.

Pay information for the current and prior calendar year is available online for viewing and printing. You can access your pay stubs 24 hours per day, 7 days a week online.

Each pay day, you will receive an email notifying you that your pay information is available.

You will be asked to set up a username and initial password when you visit the site. Once you are in to the site, we ask that you immediately change your password by going to the settings area on the right side of the screen.

Please contact the payroll office at payroll@houghton.edu for questions concerning paperless pay.

If you need access to a printer to obtain a paper copy of your paystubs, please contact the Payroll Office and we will provide the copies upon request.

Direct Deposit means that your pay will get deposited directly into the bank account of your choice. No running to the post office to pick up a check and then having to go to the bank to cash or deposit it. The money goes directly into your bank account each pay day and you receive an email notice alerting you that your new pay information is available. You can access the amount of your pay, withholdings and net deposit online 24/7. This makes direct deposit the preferred method of payment here at Houghton University.

PLEASE NOTE: While our preferred form of payment is by direct deposit to your bank account, you may be paid in the form of a live check if you wish.

To set up direct deposit, simply fill out the Direct Deposit Form and sign up to drop off your form at an in-person appointment here. Bring the form to the Payroll office along with a check or deposit slip from the account that you wish to use. If you are due to be paid during the transition time, you will receive a live check and your direct deposit will become effective in the next pay.

If you choose not to have direct deposit, your check will be addressed and mailed to your home address on file in Payroll. Should you move, please be sure to alert Payroll of your new address as soon as possible.

1. Check current job openings on Handshake here or stop in at the Office of Vocation and Calling, located in the Chamberlain Center.
2. You must be hired by a department on campus before paperwork can be started with the Payroll Office. The hiring Supervisor will submit new student hire's information to Payroll, and the student will receive an e-mail regarding the next steps for paperwork and how to sign up for an in-person paperwork appointment.
3. You may not begin working in any department on campus before you have:
   • Been hired by an on-campus department, and the Supervisor has submitted your information to Payroll.
   • Completed the necessary payroll paperwork at an in-person appointment with Payroll. This includes presenting identification in order to fill out the I-9 form (this must be completed in the payroll office).  Check here or see below for a list of acceptable identification that you may present (I 9 Acceptable Documents). Please note that we are required by law to see original documents; no photocopies or faxes will be accepted.
   • Received a Student Employment Card (red card) from the Payroll Office to show your supervisor. Please read our Student Employment Policy regarding these cards.

When all of your information is turned in, you then take the responsibility of making sure that your time cards are turned in on time and filled out properly. You can access the pay schedule here. You must talk with your supervisor to determine whether it will be their responsibility or yours to turn in your time card.

The cards must be turned in to the Payroll Office by 12:00 p.m. the Monday following a pay day (Friday). They must be submitted to your Supervisor for review and approval. If your cards are not turned in, you will not get paid for that work until the following pay periods time cards are processed. Because of the high volume of time cards that we must process, there is no room for leeway.

Please also make sure that all of the proper information is filled out legibly on your time card. If information is missing or unclear, there is a possibility you will not be paid until it is properly filled out.

Please write your Campus Wide ID # (CWID) on all of your time cards. This is the number that is written on the top of your red card.

*One from List A, OR one from list B AND one from list C.

If there is a problem with your paycheck, it is best if you let us know immediately by stopping in to our office. We are located in the bottom of the Luckey Building on the Chapel Side. Your delay could cause a longer time span in getting your problem fixed.

Please check to make sure that the information that is printed on your check or listed on your paystub online is correct. If the information is wrong, it may cause a problem with your W-2 form.

You also need to inform us if you have changed your name, address or taxable status.

You will be paid $13.20/hr. for the hours you work. Any hours that you work in a week over 40 are considered to be overtime. Overtime hours are paid at a rate of 1&1/2 times the regular hourly rate.

During the school year/while classes are in session, students are allowed to work a maximum of 20 hours per week (work weeks run from Saturday-Friday).

Paydays are every other Friday. You can find a complete schedule at Student Pay Schedule.

• Changes of address/contact information should be done via the Address/Contact Info Change Form online. This form will update your information with the following departments, to update all databases on campus: Registrar, Payroll, Advancement, Health Center, and Post Office. Contact Payroll if you have any questions or concerns about this form.
• Change of Name: Complete the Address/Contact Info Change Form and include your new and former names. Then set an In-Person Appointment with the Payroll Office to show your new, original Social Security Card with your updated name (no copies can be accepted). Payroll records must match the Social Security Office, so no update will be completed until your SS Card is shown to Payroll. (Other offices may also require documented proof of name change to process the update in their systems, and will contact you if needed based on your Info Change Form.)
• Change of Working Status: If your working status has changed, set an In-Person Appointment with the Payroll Office to show your new working documents (updated I-20, Employment Authorization Document, etc.). All documents presented must be original/no copies accepted. If a previous working document has expired, you will not be allowed to continue working after the expiration date until the new/updated document(s) are presented to Payroll.
• To update tax forms or direct deposit forms, set up an In-Person Appointment to provide new or updated Direct Deposit form or updated tax form (W4 or IT-2104).