Student Employment Office Payment Procedures
Payment Procedures for Hiring Current Vassar Students through the VSA
Any current student hired to provide service of any kind (DJ, musician, photography, etc.) must be paid through the Student Employment. Current students may only be paid for services in accordance with student employment guidelines. Students must be hired and paid through Workday. All payments must be made according to hourly work, at the current work study hourly rate.
For hiring non-students (off-campus) please refer to the below Section “Off-Campus Vendor Policy”
Student Employment: stuemp@vassar.edu or Call: (845) 437-5286
In Advance of the Event
The student you are hiring must have an I-9 form completed and on file with Student Financial Services– contact their office to see if the student is eligible for hire (Students who have previously worked on campus have already completed these forms and do not have to re-submit.)
DO NOT hire students who have not completed these forms - Students cannot work or be paid until these required forms are completed.
I-9 Form (Employment Eligibility Verification): The student hired must bring specific documentation and complete this form in person in the Student Financial Services Office. The I-9 form requires specific proof of citizenship such as an original, unexpired passport or original social security card or birth certificate in addition to a school ID or driver’s license. Photocopies, FAX copies and expired documents are not accepted. For more information, please visit:
https://studentfinancialservices.vassar.edu/jobs/students/required-forms.html
You must complete a contract, which is available in the Campus Activities Office or SARC. Leave in the Contract Bin in the Campus Activities Office.
After the event
Verify the student hired did work and submit the VSA Hiring Form to the VSA within one week following the event.
VSA Organization Hiring Form to hire and pay a Vassar Student
In order to hire and pay a student through Student Employment, the student organization should send the following information to the Director of Student Activities:
- Student Organization Name:
- Student Organization Budget Number:
- Full Name of Student Employee:
- 999 Number of Student Employee:
- Email of Student Employee:
- Description of Work:
- Number of Hours Worked:
Payment Procedures for hiring off-campus vendors through VSA
If the person you are hiring is from off campus (and not a current Vassar student), they are considered a “vendor” and not an “employee.”
Payment must be processed through Workday.
All vendors must complete a contract - which is available in the SARC - or provide a contract/invoice provided by the agency.
New vendors who have never done business with Vassar before will need to register before payment can be processed. New vendors can register using the Payee Registration Form:
https://wd1.myworkdaysite.com/supplier/vassar/VassarCollegeSupplierRegistration
Once the organization has received a signed contract by Campus Activities, the organization’s treasurer must submit a Supplier Invoice Request on Workday. The request will be approved by the VSA Director of Finance.
Things to keep in mind for Invoice payments
Checks are processed and available on Thursdays after 3:00 PM. Paperwork must be received at least 10 days prior to the check run date.
Timing is very important! Plan ahead to allow yourself enough time to get all required documents submitted on Workday and over to the Controller’s Office in time to process. Keep in mind payment dates promised to vendors.
Important: Students should never pay vendors for services out of their own pocket or door receipts.