Congratulations on obtaining a job on-campus! Review the information below to make the most of your new job.
All paperwork must be completed before you can receive pay. Students must have all required paperwork, including an I-9, Federal W-4, and Michigan W-4 completed and on file with the designated offices before they begin working. You can obtain the forms here.
Please note: If you have worked on-campus within the last 12 months, then you should have an I-9 on file. You can contact our office to determine if you may need to fill out another form.
UltraTime is the method of reporting your hours. All student employees are paid by the hour and must report the hours they work. Different departments manage time reporting in different ways, and the supervisor is responsible for telling employees how to enter hours for their specific job(s). The Payroll Office manages UltraTime which is the typical reporting method of hours worked.
Your User ID is your Gnumber and your password is your last four digits of your social security number.
Guidelines for reporting hours:
Students are strongly encouraged to complete a Direct Deposit Form with the Payroll Office. Students who do not set up direct deposit will need to pick up their paychecks at the transaction windows. The transaction windows can be found in the Student Services Building for Allendale or Richard M. Devos Building C. Checks will not be mailed unless a student provides a self addressed envelope with postage for mailing. Students can also view their paychecks online through MyBanner.
If there is a problem with the student's pay, the supervisor may contact the payroll office.
Students enrolled in a minimum of 6 credits and working on-campus do not contribute to FICA (Social Security) during the academic year.
Students will contribute to FICA for all off-campus positions throughout the year and for any on-campus work when not enrolled in at least 6 credits.
University Fringe Rate for Student Employees if not enrolled in at least 6 credits is 7.65%.
W-2 forms are prepared by the University for all students who have been paid through the payroll system. It is strongly recommended that you select to receive an electronic W-2. You can consent to receive an electronic W-2 by following the steps below. If you do not select to receive an electronic W-2 a paper form will be mailed to your permanent address.
For Electronic Consent:
To view electronic W-2:
Taking a job is a commitment. Please review the list of suggestions regarding how to conduct yourself on the job. As a member of a working unit that depends on you, you are expected to:
Suggestions to Help Navigate Challenging Situations
We encourage supervisors to keep lines of communication open, clear, and constructive. But remember that this is also the student's responsibility. If you have questions, complaints, suggestions, or issues, let your supervisor know. If your schedule changes and you need to alter your work schedule, let your supervisor know. If class requirements are making it difficult to keep your regular work hours, talk to your supervisor. Having your questions answered and sharing your views will help you get the most out of your job.
Changes in class schedule, academic pressures, or other factors may affect your ability to commit to your term-time job. If resignation is the only solution, discuss your concerns with your supervisor and, if possible, give at least two weeks notice.
If your supervisor is not satisfied with your performance, you can be terminated. It is strongly recommended, however, that prior to termination a supervisor meet with a student to review performance concerns, issue a written warning, and establish a timetable to measure improvement. For gross misconduct, your supervisor may terminate your employment immediately, and you may be referred to the Dean of Students for further action. Gross misconduct includes, but is not limited to, theft of University property, harassment, violation of computer security policies, and timesheet fraud.
If You Are Terminated
If you are terminated and need to discuss further work options, please contact the Student Employment Office.