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Salary & Payroll Procedures

Payroll/Payment Procedures

Once hired, there are required documents which must be submitted to your supervisor.

  • A student will not be placed on payroll or paid for any hours worked until all required documents are processed by the Student Employment Coordinator.
  • A student is paid for the hours worked during a normal pay period. The wage rate is determined by the employing department. There are no fringe benefits such as paid sick leave, vacation or holiday pay, or paid lunch periods. Students are subject to federal and state income taxes; exempt from FICA while enrolled in classes.
  • The student must complete a monthly time card, and have it turned in to the Payroll Office by his/her supervisor no later than the date provided on the schedule sheet. The student is not permitted to deliver the time cards to the Payroll Office.
  • Students are paid once a month; usually on the 20th by Direct Deposit to designated bank accounts. Earnings information may be accessed through Payline, the Commonwealth's web-based pay stub. 
  • Students are required to provide any changes to name or address to the Student Employment Coordinator and Payroll. The I-9 form must also be updated with any changes.


Garnishment Of Wages

A student's FWS wages may be garnished only to pay any costs of attendance that the student owes the school or that will become due and payable during the period of the award. Schools must oppose any garnishment order they receive for any other type of debt; paying FWS funds in such cases would not be in compliance with the Student Financial Assistance (SFA) requirements that funds be used solely for educational purposes.


Federal & Longwood/College Work Study Student Earnings Level

Students employed under the FWS program have a maximum earnings level which is indicated on the Employment Authorization Form. The supervisors and the students should establish, at the beginning of the work period, a weekly work schedule that will enable each student to work throughout the academic year or summer program based on the student's allocation. Both the supervisor and the student should keep a cumulative record of hours worked and dollars earned.

The Academic Year Earnings Chart (pdf) will assist in determining how many hours per week each student may work throughout the academic year given the student's work-study award amount and/or your department's work-study allocations.

Often, students obtain outside scholarships or other assistance making it necessary for the Office of Financial Aid to adjust the work-study award. If this should occur, the student must notify the Student Employment Coordinator and the supervisor of the award modification.



Although a student may receive a work-study award by the Financial Aid Office, there is no guarantee that the student will earn that amount. Class schedules, department needs, available funding, etc. will determine the actual earnings.

A student may not earn over his/her allocated amount. The supervisor and the student should establish a weekly work schedule that will enable each student to work throughout the academic year, based on the student's allocation.