Please review the following information about the paperwork that's required so you can begin working, and the guidelines for Suffolk University student employees.
First Time Employees
New students (this includes students who have never been on the Suffolk University payroll) will need to complete:
- Employment Authorization - this form is available at the Office of Student Financial Services. It indicates the type of funding and amount that a student is eligible to earn. If a student has multiple positions, a separate authorization is required for EACH job.
- W-4 Form - the W-4 form requires the student to provide tax withholding information for the IRS.
- Massachusetts Withholding Form - The Massachusetts Withholding Form requires the student to provide state tax withholding information.
- Electronic I-9 (Paper versions of this form are NOT acceptable)
- Step One: Students are required to visit https://wotc.adp.com/?suffolkuniversity and complete the necessary sections on the website. A confirmation number will appear once the student has successfully completed the form.
- Step Two: After completing the online portion of the I-9, the student must then visit the Office of Student Financial Services to provide identification. The student must bring ORIGINAL VERSIONS of the appropriate documentation in order to complete the I-9. Identification for US citizens can include either a valid passport OR a valid picture ID ALONG with a Social Security Card or Birth Certificate. (A complete list of acceptable documents is available on the ADP website- Photocopies cannot be accepted.)
- Direct Deposit Form - the direct deposit form is mandatory for all Suffolk student employees.
Returning students only need to complete an Employment Authorization. This form is available at the Office of Student Financial Services. It indicates the type of funding and amount that a student is eligible to receive. If a student has multiple positions, a separate authorization is required for EACH job.
Things to know while on the job
Students are only eligible to work during the official dates of the semester. Students are not authorized to begin working until their supervisor has access to their award in the University payroll system, CollegeTime.
If your supervisor does not have access to your award, please contact the Office of Student Financial Services or the Payroll Office as soon as possible, as this could indicate a problem with your authorization. Please note that during periods of high volume, the processing of paperwork may take up to 7-10 business days.
Once you begin working, you acknowledge that you have read and understood the information in the Student Employee Handbook, and are responsible for its contents.
Keep in mind the following:
- Students may not, without exception, work over 20 hours per week while classes are in session. International students may jeopardize their INS status if they exceed 20 hours per week.
- Student workers are normally paid every two weeks on the dates listed on the student worker payroll schedule.
- Students are not paid for lunch hours, breaks, sick days, jury duty, vacations, holidays, etc. Students can access pay statements and important tax documents online at ADP Employee Self Service.
- Students are not permitted to work during scheduled class time. Once your class schedule is finalized, you should confirm with your supervisor that your work schedule does not conflict with your class schedule.
- Keep track of your earnings over the semester and do not exceed your award amount. Employment awards are divided by semester and do not “rollover.” If you receive a $2,000 Work Study award you may earn up to $1000 during the fall semester and $1000 during the spring.
- You are responsible for alerting your supervisor if there are any changes to your financial aid award.
- You MAY NOT, under any circumstances, submit your own hours on CollegeTime or forge your supervisor’s name on a timesheet. Only employees of the University (never student workers, including graduate students) are authorized to access CollegeTime or submit paper timesheets.
- Student workers may be exposed to confidential information during the course of their job. It is IMPERATIVE that you keep all work-related information to yourself. You will be asked to sign a Confidentiality Agreement and your signature confirms your consent to observe all policy requirements. Failure to do so is grounds for immediate termination.