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Student Employment

Vassar College

All student employment payroll is processed through the Workday system. Students report their hours worked and are paid every two weeks. Because the process is bi-weekly, students must submit their web timesheets every other Monday by 10 a.m. On Friday of that week, students will either receive a paycheck in their Vassar mailbox or if enrolled, a direct deposit into their designated bank account.

The annual student payroll calendar outlines important dates and deadlines for each pay period. In addition, courtesy reminder emails are sent out prior to all payroll deadlines. Be sure to comply with these dates so that you are paid on time.

Student Wage

The current student hourly wage is $15.00, effective January 1, 2024.

Scheduled Hours

Student Employment recommends that student work schedules do not exceed 8 hours of work per week. Individual schedules will be arranged with the student’s direct supervisor and are based on department need and availability. Students are not guaranteed work schedules which meet the maximum weekly hours allowed.

Students holding a Student Employment-funded job are permitted to work up to 120 hours per semester. If a student is consistently overworking (exceeding 8 weekly hours on a regular basis), SEO will alert the department, and the department will be given the ability to decide whether that job will end early (an end date earlier than the end of the Academic Year) or whether they would like to fund the job from their department budget through the end of the Academic Year. If a job ends early, that job will not be reposted to be re-filled by another student.

Students holding jobs that are not funded by Student Employment are permitted to work up to 20 hours per week during the Academic Year. This is based on legal limits and must not be exceeded.

Weekly schedules must be split across all jobs for students in multiple positions. Supervisors should all be made aware and in agreement before a student accepts multiple positions as accepting multiple jobs will impact the hours they can work for each department.

International students are capped at a maximum of 20 hours/week during the academic year per visa requirements.

During the winter, spring, and summer breaks, students may work up to 40 hours per week and there is no set earnings limit. Hours worked over 40 will be eligible for Overtime and will be automatically charged to the department regardless of the position’s primary funding source. Learn more about our break policies.

Direct Deposit

We strongly encourage students to sign up for direct deposit. You will avoid misplacing checks, having to go to the bank to cash a check, filling out forms with the Post Office to have mail sent elsewhere during the break, etc. Signing up for direct deposit is done electronically. Review the Direct Deposit instructions. You will need your bank information, account information, and routing number. Please be advised that it can take 1–2 payrolls before the direct deposit goes into effect.

Student Employee Tax Information

The W-4 form is used to determine how much (if any) tax should be withheld from a student’s pay. Vassar withholds Federal and New York State income taxes based on the W-4. Students are not automatically exempt from having income taxes withheld. Even federal work-study wages are taxable income. International students should check their country’s tax treaty status to determine if their earnings are exempt from U.S. taxes. Students should direct questions regarding the W-4 and taxes to their parents, an accountant, or the IRS. The tax assistance hotline is 1-(800) 423-1040.

In accordance with the Internal Revenue Code, the College provides all students with a W-2 (Wage and Tax Statement) at year-end. This is sent by January 31 for the preceding calendar year’s earnings and is mailed to the student’s permanent home address. W-2 forms from Vassar should be used to file federal and state tax returns. A copy of the W-2 for current international students will also be mailed to their campus box and is also found in Workday. It is the responsibility of the taxpayer to file the appropriate income tax forms annually.