Payroll Information for On-Campus Summer Research Students
Fellowship funds come from a variety of sources. Some come from generous private donors who know or have experienced the importance of undergraduate research. Other opportunities are supported by various grants that faculty have obtained. These include grants from National Institutes of Health, and the National Science Foundation. Still more funds are provided by Calvin College and by the Alumni Fund. 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 a student has never worked on campus before, s/he will need to fill out tax forms at the payroll office. A student cannot work until this is completed. See Student Employment's "Before you start" instructions». Payroll will give the student an authorization to work, which should be returned to Beth Schoone-Jongen in the Science Division Office (NH 156).
A total of $3,700 will be paid to students who complete all the student expectations. The position earns an hourly wage throughout the summer.
- $3,500 for 384 non-overtime hours of work (unless other arrangements were made with the professor), which is $9.11 per hour, paid out in biweekly paychecks over the summer.
- $200 will be paid as a stipend in November when all post-summer assignments have been completed.
- Students should enter only hours that they worked on assignments or attended official events related to their summer research appointment. Unrelated personal activity (email, facebook, messaging, calling, gaming) should be kept to a minimum.
- Students may not count lunch break as part of their hours worked.
- Students log hours online. (Web Time Entry Instructions)
- Students must complete and electronically sign off on their timesheets by noon on the Monday after the 2 weeks worked in order to be paid the following Friday. (Summer 2014 payroll dates)
- Students should not enter any hours for Memorial Day or July 4. These are national holidays and have already been factored in to their summer pay and hours.
- Students should not enter more than 40 hours per week. The reason is that this results in overtime pay ($13.67 per hour), which will eat up the stipend faster.
- Professors should not agree to extra hours or overtime pay without considering the consequences (see next item).
- 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.
- If a student’s timesheet is inaccurate, not properly authorized, or includes overtime hours which were not agreed upon with the supervisor, s/he may be required to complete a correction timesheet. Correction timesheets are all hand-written, are available in the Payroll office, and require the student's signature and the supervisor’s signature. If a correction time sheet is not handed in to Payroll by 5:00p, the student will not get paid until the following payroll.
- Students are strongly urged to sign up with Payroll for direct deposit. If a student opts for a check, s/he will have to pick it up on payday at the Payroll office.