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Summer Research: Payroll Information

Payroll Information for On-Campus Summer Research Students

Although there may be some students who have a slightly different arrangement with their faculty mentor, the following information applies to the majority of summer researchers.

Before beginning work
If you have never worked on campus before, you will need to fill out tax forms at the payroll office. You cannot work until this is completed. See Student Employment's "Before you start" instructions». Payroll will give you an authorization to work, which should be returned to Beth Schoone-Jongen in the Science Division Office (NH 156).

A total of $4,100 will be paid to students who complete all the student expectations. The position earns an hourly wage throughout the summer.

Hourly wage

  1. $4,100 for up to 400 non-overtime hours of work (unless other arrangements were made with the professor), which is $10.25 per hour, paid out in biweekly paychecks over the summer.

Entering hours

  1. You should enter only hours that you worked on assignments or attended official events related to your summer research appointment. Unrelated personal activity (email, facebook, messaging, calling, gaming) should be kept to a minimum.
  2. You may not count lunch break as part of your hours worked. You should fill out the online time entry to reflect this lunch break. Please do not fill out 9-5 or 8-4 "for the sake of simplicity." Calvin is required by law to give students a lunch break, and if an auditor would see too much of this kind of thing, Calvin could face huge fines. Fill out morning and afternoon hours.
  3. Log your hours online. (Web Time Entry Instructions) Please do not wait until the last minute to fill in your hours. You should fill in your hours each day after you've completed work. It's also a good idea to keep track of your hours separately, so that if something happens and your hours are wiped out online, you have a record of your work.
  4. You must complete and electronically sign off on your timesheet by 12:00 noon on the Monday after the 2 weeks worked in order to be paid the following Friday. (Summer 2018 payroll dates) If you forget to electronically sign off, even if a professor approves the hours, it is invalid and Payroll wipes the hours out. If this happens, you must fill out a paper time sheet (see #9)
  5. You should not enter any hours for Memorial Day or July 4. These are national holidays and you may only enter hours if you really did work those days. If you enter hours for these holidays, Payroll will pay you holiday rate, which is $15.38 per hour, and will eat up your stipend faster.
  6. You should not enter more than 40 hours per week. The reason is that this results in overtime pay ($15.38 per hour), which will eat up the stipend faster.
  7. Professors should not agree to extra hours, overtime pay or working on holidays without considering the consequences (see next item).
  8. Payroll does not automatically cut students off when they’ve reached their allotted stipend. Students and professors have to keep track. If overages are accrued, department research funds will be used to cover them.
  9. If your timesheet is inaccurate or includes overtime hours which were not agreed upon with the supervisor, your supervisor should reject your hours.  Then you must complete a paper timesheet.  Paper timesheets are all hand-written, are available in the Payroll office, and require your signature and your supervisor’s signature.  If a paper time sheet is not handed in to Payroll by 5:00 pm on the Monday after the end of the pay period, you will not get paid until the following pay period.