Payroll Processing

One of the most important responsibilities of a supervisor is to ensure that student payroll information is accurate, complete, and timely. Departments must coordinate and inform all supervisors within their areas of responsibility regarding payroll dates and procedures.

Funding

Federal Work Study
All work study employers are responsible for funding 25 percent of a student's gross earnings. On-campus departments will be charged 25 percent to the account number listed on the UNLV Employment Document. When the work study award runs out, the department will be charged for 100 percent of the earnings.

Regular Student Employment
Departments are responsible for 100 percent of the cost of employing regular student employees. Earnings will be charged to the account number indicated on the UNLV Employment Document.

Payroll Cutoff Schedule

Timesheets

On the last working day of the payroll period, the student submits a signed timesheet to the supervisor. The timesheet must be an accurate listing of the actual time worked and the specific days/dates and must be verified and signed by the supervisor. According to federal regulations, students must be paid for all hours worked. A student holding two concurrent on-campus positions may not work more than 40 hours per week when both positions' hours are combined.

The deadline for submitting timesheets and timesheet summary reports to the Student Employment Office is 9:00 am on payroll cutoff dates. Please pay close attention to payroll cutoff dates and adjust your schedule accordingly. If timesheet summary reports are not submitted on time, student checks may be delayed.

Departments must retain copies of all payroll documents for a period of six years.

Paycheck Disbursement

Students are paid semi-monthly. Payroll checks are sent to on-campus departments on the 10th and 25th of each month. If the 10th or 25th falls on a weekend or holiday, payroll checks will be ready the Friday before the weekend, or the last working day before the holiday.

Each student employee receives a Wage and Tax Statement, Form W-2, at the end of the tax year. If the form has not been received by February 28, the student should contact the Payroll office.

Paychecks for students whose timesheets were delayed and not submitted by the deadline will be released on the payday scheduled for the pay period during which the timesheet was processed.