Payroll-Career and Professional Development Center - Carnegie Mellon University

Payroll

Prior to your first day of work, you must complete the necessary onboarding steps to ensure you are paid accurately and promptly. Once your department adds your information to Workday, CMU’s human resource system, you will receive an email with onboarding steps in the form of checklist.  You must complete all steps on the checklist in a timely manner in order to be paid accurately.  Please confirm with you department if you do not receive an email.  If you have any questions regarding the onboarding steps, contact the CMUWorks Service Center at 412.268.4600 or cmu-works@andrew.cmu.edu.

I-9 Form- Federal Employment Eligibility Verification

As a first-time student employee at Carnegie Mellon University, you must complete the Form I-9 which is for employment eligibility verification. All I-9 forms are processed at the CMUWorks Service Center, located in the University Technology Development Center on 4516 Henry Street, Pittsburgh, PA. The Deptartment of Homeland Security requires that all new employees complete the I-9 Form within 72 hours of employment. An employee will not be paid unless an I-9 Form has been completed at the Service Center. Federal regulations require that you present original versions of documentation to prove your eligibility to work in the United States.  There is a List of Acceptable Documents that can be from List A OR one document each from both lists B AND C. For example, a U.S. citizen could present a U.S. passport, OR produce an item from both List B and List C, such as a driver's license or ID card from List B and a U.S. Social Security Card from List C. The documentation from List A that is required for Non-U.S. citizens depends on immigration status.

See the I-9 Form's list of Acceptable Documents for more information.

Student Payment of Earnings

All undergraduate students employed on campus have bi-weekly appointments and are required to complete and submit their hours to be approved in Workday. Graduate students with hourly appointments must also submit their hours for approval in Workday.

Money earned is paid directly to the student employee through either a bi-weekly paycheck or by deposit into a direct deposit into a checking or savings account. You can designate bank accounts and set up direct deposit in Workday via Payment Elections.  A valid Social Security Number in the Workday system is required to set up direct deposit.  A valid Social Security Number in the Workday system is required to set up direct deposit. Note that the direct deposit must be set up prior to a pay processing deadline in order to apply to the next pay cycle. A valid Social Security Number in the Workday system is required to set up direct deposit.

If you have an hourly position, you must enter and submit your hours in Workday and you hours must be approved prior to the bi-weekly pay processing deadline in order to be paid.  See the Time Tracking Guide for Students for more information.

If a student is employed in more than one position, the student will receive ONE paycheck or advice only. Graduate students who have both an hourly and monthly job will be paid twice per month, on the semi-monthly payday.

See the pay calendars for more information.

Federal, State, and Local Withholding Elections

The W-4 is the IRS form that employees complete and sign to determine the amount of federal tax withholding. If an employee does not complete a W-4, IRS requires a default of "Single and 0." You can complete your withholding elections on Workday via “Electronic Tax Forms”, if you have a valid Social Security Number in Workday.

PA Act 32 requires Carnegie Mellon to collect Earned Income Tax (EIT) on behalf of its employees for the local municipality in which they live or work. Student employees are impacted. Students who are employed at Carnegie Mellon in Pennsylvania are required to take action to ensure that the amount of tax withheld is correct and that the tax is disbursed correctly according to the tax residency address. For a complete list of Frequently Asked Questions (FAQs), please click here. Failure to complete key actions may result in Local Earned Income taxes being withheld inaccurately. The recourse for students who complete the requirements late or after employment has begun will be to file for a refund during the annual tax filing cycle (in April of the following year, for most people.) Students are strongly encouraged to comply when newly employed at Carnegie Mellon.

Student’s primary (or permanent) address in Workday is the address that is used for taxes.  This address cannot be a P.O. Box or SMC mailbox, as a non-street address is not accepted by tax authorities.  If you primary address does not accurately reflect your permanent address (generally for students, your permanent address is where you live when you are not at school), contact the CMUWorks Service Center to update it on your behalf.  Please also check SIO to ensure that your addresses are up to date.

International Students

International students should check with the foreign student advisor for school requirements and procedures governing the authorization of campus employment. For an explanation of on-campus employment options for students in F1 or J-1 student status, visit Student Affairs

International students must be enrolled for a full course of study and be making satisfactory academic progress. Students must be enrolled in the subsequent fall term in order to be employed during the summer.

Student employment for international students is limited to jobs on the Carnegie Mellon campus.  On campus is defined as work for Carnegie Mellon University. Hours are limited to 20 hours per week during periods of enrollment and 40.0 hours per week during periods of non-enrollment (such as summers and academic breaks.)

The CMUWorks Service Center has payroll information for International Students, such as Non-Resident Aliens and Resident Aliens.  As an International Student, you will be contacted by the Service Center regarding completing information online with our Foreign National Information System “FNIS”.  Without this information, payroll cannot provide you with tax exemptions which might otherwise be applicable.

Social Security Number (SSN) for On-campus employment.

F-1 or J-1 students who have secured an on-campus job, but lack a SSN, will use OIE's Social Security Number Form / F-1 or J-1 Student On-campus Employment.pdf The hiring department will first sign the form to verify the employment AND then OIE will sign to verify immigration status.  The form is required in order to proceed with the SSN application process. An SSN is required for payroll and taxation purposes.  A valid SSN in Workday is required for direct deposit set-up and to access to the electronic tax forms in Workday.  Contact the CMUWorks Service Center once you receive your SSN.  For you own protection, do NOT email your SSN.

Getting Paid

Pay Rates

Students must be paid at least minimum wage ($7.25/hour as of 7/1/2009) for all jobs. There is no maximum hourly wage unless the job requires that the student have a work-study award in order to apply. For federal work-study and community service federal work-study jobs, the maximum rate per hour is $12.00 for undergraduates and $16.00 for graduate students. (Note: A graduate student federal work-study award can only be used by the student’s graduate department.) For state work-study jobs, the maximum pay rate per hour is $10.00 for both graduate and undergraduate students.

Hours

If you have an hourly position, you must enter and submit your hours in Workday and you hours must be approved prior to the bi-weekly pay processing deadline in order to be paid.  See the Time Tracking Guide for Students for more information.

Students may work a total of 40.0 hours per week. International students with F1 or J1 visas are allowed by immigration regulations to work on-campus for up to 20 hours per week when school is in session and full time during Summer and Winter holidays. International students should consult the Office of International Education (Warner Hall, third floor, 412.268.5231) for detailed information about employment regulations.