Time Reporting, Payment, Taxes, & Benefits

Wage Per Hour

Time Reporting

Payments

Taxes

Benefits


Wage Per Hour

A student employee's wage is determined directly by their employer but will follow the Student Employee wage parameters through the Student Wage Matrix and Student Employee Position Descriptions. All positions will pay at least the DC minimum wage, which is $14.00 per hour as of July 1, 2019.

During your employment, you will receive an hourly wage for the that you work. You do not get paid for time spent commuting to and from your job. Your department may not add hours to your timecard as a way to pay you for a "bonus" or as part of an "early release" rule; this is considered misrepresentation of your working hours and is illegal. Your supervisor will determine the protocol for short breaks during working hours.


Time Reporting

Time reporting for student positions is done through Kronos, GW’s timekeeping system. Students should clock in each time they start working, and clock out each time they stop. Additionally, students are advised to keep a personal written record of their hours worked to provide a reference in the case of discrepancies or confusion. The working hours that you record through Kronos translates directly into your paycheck - therefore, it is crucial to record your time accurately.

Students can view their timecard by using the instructions provided by Payroll Services. Please note, students cannot edit their timecards - all timekeeping must be done in real time. If you forget to clock in or out, notify your supervisor immediately so your department's timekeeper can make the necessary corrections to your timecard. You will receive email notifications from Payroll Services whenever you miss a time punch. It is a violation of the terms of your employment to misuse Kronos and/or misrepresent your work hours, and can result in termination and/or disciplinary action through GW’s student conduct process and the GW Police Department.

Students with multiple positions must be very careful to clock in appropriately. If you have multiple student employment positions, consult your GWeb employment information to determine which is your primary or secondary position. Payroll Services has provided video tutorials on how to clock in and out of Primary and Secondary positions.


Payments

Payment for student employees is issued on a biweekly basis following GW’s Biweekly Payroll Calendar. Use the payroll calendar to understand each biweekly pay date and the corresponding work dates included in that paycheck. You may notice that it takes up to one month to receive your first paycheck when you start your employment - this is due to how the payroll cycle functions, and is the case across the university. If you have multiple student employment positions, you are issued a single paycheck for the combined jobs’ earnings.

Receiving Your Payment Options:

Direct Deposit

It is strongly recommended that you sign up for direct deposit so that your paycheck can be electronically deposited into your bank account(s). This is the easiest, safest, most reliable, and preferred method to receive your pay. To sign up for direct deposit, fill out the direct deposit form and deliver it to the Student Employment office (forms are also available in our office), or submit your information on GWeb under the Employment Information tab. You can enroll in direct deposit at any time during your employment.

Direct deposit can take up to two weeks to take effect, but you will receive paper paychecks until then. You will receive an email notification from Payroll Services each time your paycheck is directly deposited.

Rapid! Paycard

If you opt to use the paycard, each paycheck will be directly loaded onto that card. You will then be able to use the card as you would a debit card. If you are interested in the paycard, you will need to let Student Employment know so we can provide you with the card and the form you will need to complete to set up your account. For questions, concerns, or more detailed information regarding your paycard click here.

Paper Checks

If you do not have direct deposit or a paycard (or if you have enrolled, but the information has not yet been processed by Payroll Services) you will need to pick up your paycheck from the front desk of the Center for Career Services in the Marvin Center, Suite 505. You will receive an email from Student Employment each time there is a paycheck ready for you to pick up. Paychecks are available for pickup Monday - Thursday 11:00 AM to 2:00 PM and Friday 10:00 AM to 4:00

PM. You must show photo identification to pick up your paycheck. Please note, paychecks will not be automatically mailed if you are away from campus or during university breaks, so please plan accordingly.


Taxes

All student employment positions (including Federal Work Study positions) are subject to federal and local taxation. The amount of tax withheld from your paycheck is determined by how you fill out your tax withholding forms when you start your employment. Student Employment can assist you in understanding how to fill out the tax forms, but cannot legally advise you on what to claim or estimate how much tax will be withheld from your paycheck. Please speak to a family member or tax professional if you need personal advice on your tax withholding forms.

If you need to make changes to your tax forms, you may submit updated tax withholding forms to the Student Employment office or make changes on GWeb. If you do not submit your tax forms, Payroll Services will withhold taxes at the maximum rate; therefore it is in your best interest to turn in tax forms promptly when beginning employment. Taxes that have been withheld from your paycheck can only be recovered by filing an annual tax return with the Internal Revenue Service (IRS).



Benefits

Student employees are eligible for benefits under the Family Medical Leave Act (FMLA) and sick time accrual. Student employees begin accruing sick time on their date of hire and can use accrued but unused sick time during their employment with manager approval. Accrued sick time is credited on the last working day of each month and may not be used prior to its actual accrual. Sick time accrual is equal to one (1) hour for every thirty-seven (37) hours worked, for a maximum accrual of 7 days per year. For more information visit the GW Benefit’s Time Off and Leave Guide, which takes effect July 1, 2019. For question regarding these benefits please contact GW Benefits at [email protected].