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Student Hourly Payroll

REQUIRED FORMS

A student casual employee performs administrative work, is an hourly position, and requires timesheets to be submitted on a bi-weekly basis.

Below is a list of required forms to complete and return before payment can be issued from Columbia University. You may not work at Columbia GSAPP until all required forms have been submitted to the Finance Office and approved.

The forms should be completed in blue or black ink with your original signature and original hard copies submitted to Carla Call cc3204@columbia.edu, Assistant Director, 406 Avery Hall.

Please note that we cannot process your hire as casual or work-study employee until we have all of the required and completed forms/documents listed below. Late submission will result in payment delays.

Your hiring department/unit will be notified by Carla Call once you are approved to begin working at GSAPP.

If you are appointed as a Student Officer (e.g., Teaching Assistant, Graduate Research Assistant), please visit the Dean’s Office webpage here.

FORMS FOR FIRST-TIME CASUAL HIRES

PLEASE NOTE: All new hires must complete the Federal Form W-4 and state tax forms before receiving a paycheck. These forms provide the University payroll system with the required information to set up the appropriate tax withholding from your paycheck.

  1. I-9 Form – To be completed in person in the I-9 Office, 208 Kent Hall, on or before your first day of work. You will not be allowed to work or be paid if this form is not completed. For instructions click here.

  2. Casual Employment Form

  3. Employee Information Form

  4. NYS DOL Law 195 Form - will be provided to you by the GSAPP Finance Office.

  5. W-4 (Federal Tax Form)
    Note: If you are an international student, the IRS has special instructions for Form W4 for nonresident aliens.

  6. IT-2104 (NY State Tax Form) - Complete the appropriate New York State tax withholding forms. At least one version from the list of 3 below must be submitted (whichever apply to your situation). Guidance on completing the NY State forms can be found on the New York State Department of Taxation website. Most students find it helpful to call the Personal Income Tax Information Center at 518-457-5181 and speak to a representative. Tax forms as applicable:
    a. IT-2104 (New York State Tax Form, for NY residents only): Students who are New York State residents must complete this form unless they qualify for an exemption.
    b. IT-2104-E (NYS Certificate of Exemption): Students who are New York State residents must complete this form if they qualify for an exemption.
    c. IT-2104.1 (NYS Non-resident Tax Form, for non-NY State residents only): This form should be completed if the student is not a resident of New York State.

  7. Other tax forms as applicable
    a. New Jersey tax forms (if applicable)
    b. Tax treaty forms (Form 8233, for Nonresident Aliens [NRA], if applicable)
    Note: If you are a Non-Resident Alien, you may be eligible for a tax treaty exemption. See IRS Publication 901 on U.S. Tax Treaties to see if your country is listed for students. Questions on your eligibility for a tax treaty benefit and how to complete Form 8233 may be directed to the Human Resources Processing Center (HRPC). Phone: 212-851-2888. Or submit this ServiceNow Form.

  8. Visa Documents as applicable:
    Nonresident Aliens
    a. Copy of passport identification page
    b. Visa / Visa Stamp in passport
    c. I-20 / DS-2019 / I-797 (Visa Certificate)
    d. I-94 (US Customs Arrival record)
    Permanent Residents
    a. Permanent Resident Card

  9. Race/Ethnicity Form – This form is required. If you choose not to identify your race, please select “I do not wish to disclose.”

INTERNATIONAL STUDENTS

In addition to providing the forms listed under item 8 above, international students also need a valid U.S. Social Security Number (SSN) in order to work. If you do not have a valid SSN, please let the Finance Office know, and we will provide you with further instructions.

Additional guidance may be found at the ISSO Social Security Number Application page.

STUDENTS APPOINTED AS STUDENT OFFICERS

If you hold a student officer appointment, you may not work more than 20 hours per week in all positions.  If you are offered a casual position in addition to your student officer appointment, please discuss with the department in which you hold the student officer appointment to ensure you do not exceed 20 hours per week.

For more information related to Student Appointments, click here.

FEDERAL WORK-STUDY

Students eligible for Federal Work-Study should contact the GSAPP Finance Office for further information.

Students must be United States citizens or permanent residents and must have proven financial need.

Timesheet Requirements
STUDENT CASUALS | TLAM

Electronic timesheets are to be submitted in PAC Time & Labor and Absence Management (TLAM) via the MyColumbia portal by the end of each bi-weekly pay period. Timely submission of an accurate timesheet by the employee is important to avoid delays in payment.

Before logging into MyColumbia portal and People@Columbia (PAC) to use the new functionality, please clear your browser’s cache. For instructions on clearing your cache, please refer to the Clear Your Browser Cache instructions available on the CUIT website.

After logging into MyColumbia portal, click on the Faculty & Staff tab and scroll down to Resources. In the Time & Attendance tab, click on Timesheets & Absences to view and submit timesheets and absence requests.

• Timesheets are due by 10:00 am on the Thursday prior to the submission deadline listed on the Bi-Weekly PAC Timesheet Schedule.

• To learn how to submit a timesheet or absence request, view and download Job Aid: PAC Timesheet Entry for Casual Employees and VHOs.

During the academic year and summer term, enrolled students may work up to 20 hours per week. If a student works for more than one department, total hours worked across all positions may not exceed 20 hours per week.

Any employee who works more than five hours must take at least a 30-minute break and exclude this time from the total hours.

Columbia University complies with the New York City Earned Safe and Sick Time Act. For more information on the NY Safe and Sick Leave Act, please see the New York Earned Safe and Sick Time Act Policy. Please review the Statement of Rights for the amended New York City Safe and Sick Leave Act.

In accordance with the University policy on time records, student casuals will track use of their safe/sick time under this policy through the People@Columbia (PAC) NY Sick Leave tracker. To use available safe/sick time, first confirm the accrued balance is sufficient, next submit an Absence Request in PAC. See the Absence Option in the PAC Timesheet Entry for Casual Employees and VHOs - Job Aid. Absence Requests require supervisor approval.

NY Sick Leave for student casuals is earned at the rate of 1 hour for every 30 hours worked, up to a maximum of 56 hours in a fiscal year. NY Sick Leave must be taken in 1-hour increments. Per fiscal year, a maximum of 56 hours can be used.

Student Officers | Manual Bi-Weekly Casual Timesheets

Manual timesheets are to be submitted to your supervisor for approval signature by the end of each bi-weekly pay period. Timely submission of an accurate timesheet by the employee is important to avoid delays in payment.

• Access a blank manual bi-weekly casual timesheet here.

• Supervisors must submit completed timesheets to Carla Call by 10:00 am on the Thursday prior to the submission deadline listed on the Bi-Weekly PAC Timesheet Schedule.

During the academic year and summer term, enrolled students may work up to 20 hours per week. If a student works for more than one department, total hours worked across all positions may not exceed 20 hours per week.

Any employee who works more than five hours must take at least a 30-minute break and exclude this time from the total hours.

Columbia University complies with the New York City Earned Safe and Sick Time Act. For more information on the NY Safe and Sick Leave Act, please see the New York Earned Safe and Sick Time Act Policy. Please review the Statement of Rights for the amended New York City Safe and Sick Leave Act.

Earned sick time will be tracked on the Record of Hours Worked Bi-Weekly Casual timesheet. Requesting NY Sick Leave to be applied on your timesheet requires a sufficient balance and supervisor approval.

NY Sick Leave for student casuals is earned at the rate of 1 hour for every 30 hours worked, up to a maximum of 56 hours in a fiscal year. NY Sick Leave must be taken in 1-hour increments. Per fiscal year, a maximum of 56 hours can be used.

Resources

PAC Timesheet Entry for Casual Employees and VHO’s - Job Aid   

Video: Submit Timesheets in PAC

Paychecks

Most student casual employees are paid on a bi-weekly basis. Confirmation of your pay frequency is provided on the Casual Employment Form or NYS 195 Form. For specific dates, please see the  Bi-Weekly PAC Timesheet Schedule.

The University encourages employees to enroll in direct deposit.

How to Set Up Direct Deposit

  1. Log into the MyColumbia portal with your UNI and password
  2. Click the “Faculty & Staff Tab”
  3. Scroll down to Resources and click the “Personal Data tab”
  4. Click on “View and/or Update Your Personal Data”
  5. Under Self Service, choose “Payroll & Compensation”
  6. From the menu on the left click on “Direct Deposit”

Resources:

Video: Setting Up Direct Deposit in PAC

Note: when you click on the video link in the above link, you will be asked to sign in with your UNI and password. Once on the page, simply click the blue “Enroll” button to begin.

Viewing Your Paycheck

  1. Log into the MyColumbia portal with your UNI and password
  2. Click the “Faculty & Staff Tab”
  3. Scroll down to Resources and click the “Personal Data tab”
  4. Click on “View and/or Update Your Personal Data”
  5. Under Self Service, choose “Payroll & Compensation”
  6. From the menu on the left click on “Paychecks”
  7. The paycheck history will be displayed. Click on individual lines to view each paycheck.

Unclaimed Checks

Checks that are unclaimed will be returned to Columbia University Human Resources, 615 West 131st Street, Studebaker Building, 4th Floor, New York, NY 10027, tel: 212-851-2888. See the University’s Web Page for Unclaimed Checks for more information.