Student Payroll Guidelines
Student payroll occurs every two weeks based on the student payroll schedule. The weekly student employee pay period runs from Sunday through Saturday.
Students who are hired to work under a Work-Study program or as a Graduate Teacher, Researcher, or Assistant must be paid on a timely basis to comply with the State of Texas Payday Law. Baylor is required by law to publish the schedule of Paydays, the links to which may be found at www.baylor.edu/payroll. All employees, including students, must be compensated for any work they perform, and paid according to the published schedule of paydays in order to be considered paid timely under the law.
Complete Form I-9 section 1 through online portal.
- Present acceptable original forms of identification to Office of Student Employment or Human Resources for the completion of section 2 of Form I-9.
Complete Form W-4 with the Office of Student Employment or Payroll Office
Speak with your hiring department regarding additional information or requirements.
The I-9 form and W-4 form for students that have previously worked at Baylor will remain in our system and do not have to be completed again. Students should update forms if necessary with the Office of Student Employment, HR or Payroll Office.
Student must have an eligibility form on file with the Office of Student Employment from the Center of Global Engagement.
Work-study and graduate students:
- Must enter information into the Foreign National Information System.
- Must have a Social Security card, or apply for one if they do not already have one. When received, it must be turned in to the Payroll Office.
- Complete the I-9 form in the Office of Student Employment or Human Resources
- Complete the W-4 Form in the Payroll Office
Several factors dictate how many hours per week a student can work on campus.
As a student, you:
Cannot work during times that you are scheduled to be in class,
Cannot earn more than your eligibility amount and
Cannot work more than 20 hours per week while enrolled in classes. This is a Baylor policy intended to protect your academic pursuits.
Your award (eligibility to earn) amount:
Example: $2,650.00/$7.25 = 365.50 hours
Example: 365.50 hours/34 weeks = 10.75 hours per week.
The budget of the hiring department may limit you to a lower number of hours per week than you are eligible to work or would like to work.
We strongly encourage students employees to sign up for direct deposit. You will avoid misplacing checks, having to go to the bank to cash a check, or filling out forms with the Post Office to have mail forward elsewhere during break. To sign up for direct deposit, complete the Direct Deposit Form, and bring the form along with a voided personal check from the bank you will be using or your bank routing number and account number to the Payroll Office.
The Form W-4 is used to determine how much (if any) tax should be withheld from a student’s pay. Form W-4s are available at the Office of Student Employment or may be downloaded from the IRS.
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. W-2 forms from Baylor University should be used to file the federal and state tax returns. It is the responsibility of the taxpayer to file the appropriate income tax forms annually.
Students are not automatically exempt from having income taxes withheld. Even federal work study wages are taxable income. The following are resources from the IRS to assist you in your discussion with a parent, an accountant, or tax professional.