Pay Rate Exception
Students are not permitted to earn more than the maximum hourly rate for the Highly Specialized Level of the Student Employment Pay Plan. A department wishing to employ a student having special skills or training at more than this amount must complete the Pay Rate Exception Form. Departments will be notified of a decision within two business days.
Pay Raise Procedures
All student employees are required to enroll in a direct deposit program for their paychecks. Under the direct deposit program, the employee's pay is electronically deposited into the bank account(s) they designate. Student employees who are having difficulty securing a traditional bank account should contact the Payroll Office, 236 Schwartz Center, 330-672-8640, or email email@example.com.
The Payroll Office is the central check distribution point for all Kent campus student employees who may receive a paper check prior to the set-up of their direct deposit account. The Payroll Office is located in room 236 Schwartz Center. Regional Campus student employee checks will be mailed to the permanent address until the direct deposit account is established.
Electronic Pay Stubs
All student employees can view an electronic pay stub online in FlashLine, including year-to-date earnings and deductions. Login to FlashLine and click on the My HR tab, then Pay Stub in the Employment Details box.
Bi-weekly Payroll Schedule
Ohio Public Employees Retirement System (OPERS)
While student employees of a public university are required to contribute to the Ohio Public Employees Retirement System (in lieu of a contribution to social security), students who meet the credit hour enrollment requirement (6 hours undergraduate or 4 hours graduate) may waive contributions to OPERS and receive their full pay.
Students who choose or are required to contribute to OPERS, will make OPERS contributions based on the schedule below. In addition, Medicare tax will be withheld (1.45%) on gross wages for student employees (except international students) who contribute to OPERS due to less than half-time enrollment.
Student employees are covered under worker's compensation for accidents or injuries that may occur at work.
Student Employee Contribution Rate None
Employing Department Contribution Rate .40%
The student payroll system is based upon a standard work week that begins at one minute past midnight Sunday morning and extends through a seven day period ending at midnight Saturday night. Work shifts that begin prior to midnight are considered time worked for the day in which the shift began.
Recording Time for Student Employees in Kronos
Most student employees will utilize Kronos for online timekeep.
The first time a student logs into Kronos, for each new job, they must set up their timecard by selecting the:
- department (ORGN)
- position information (EE-POSN-SUFFIX)
- supervisor (SUPERVISOR-POSN-SUFFIX).
After this initial set up is completed, the student will be able to:
- select the appropriate string of all three numbers when they choose the drop-down arrow in the "Transfer" box in Kronos PRIOR to clocking in (Recording Time Stamp). Transfers must be done when the student is clocking into Kronos, not when they clock out.
If a supervisor does not have the job information required to set up Kronos, they should contact the Payroll Office at 330-672-8640 or at firstname.lastname@example.org.
Approving Time for Student Employees in Kronos
The student employee's supervisor must approve, online (by midnight each Tuesday) all hours worked for the previous work week.
Student employees must be paid for ALL hours worked. Supervisors are not permitted to accept voluntary services from paid student employees. Adjustments to punches in Kronos should only be made to correct errors and not to reduce or increase actual hours worked.
Students may NOT be compensated for hours not worked due to university closings, etc. (see Student Benefits above).
Student jobs that have ended, or been discontinued, will NOT automatically be removed from Kronos. To remove a student from the supervisor view of Kronos, email a request to email@example.com.
Any record of time worked is considered an allied payroll document and must be treated with the same regard as any other fiscal record. Willful falsification of timekeep, or destruction of timekeep records, constitutes grounds for immediate termination of employment.
All Kent State employees may access an electronic W-2 form through FlashLine. To receive only the electronic version and have print capability, an employee must choose the consent option through FlashLine (go to the My HR tab, Employment Details box). The electronic version is available each mid-January, approximately two weeks prior to the printed version that is mailed to an employee's permanent address. Employees should verify their permanent address in FlashLine (go to the My HR tab, Employment Details box).
Additional information regarding Federal and State withholdings can be found at the Payroll website.
Students who require a copy of their W-2 should contact the Payroll Office (236 Schwartz Center) at 330-672-8640 or firstname.lastname@example.org.
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Pay Plan, Payroll and Benefits