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Student Payroll Guide

Student Payroll Guide

I. Prerequisites for working at Baylor

Before a student employee reports for the first day of work, including orientation or training, the student must complete section one the Department of Homeland Security’s Form I-9 online, then present acceptable original forms of identification (unexpired) for proof of eligibility to work. Students may present their identification to Human Resources, located in the Clifton Robinson Tower Suite 200, to complete section two of this form.   

II. Types of Student Employees (as classified under the Fair Labor Standards Act)

  • Exempt - Paid monthly and no timecard entries required
  • Non-Exempt - Timecard entries required to be submitted every 2 weeks.

Types of exempt student employee

  1. Graduate Assistant (GA)- 10 or 12 month 
  2. Graduate Student Monthly (GSEM)- 10 or 12 month
  • Example of exempt work:
    • A graduate student who is employed as teacher of record for a single course.
    • A graduate student who is employed to conduct research under the direction of a faculty member.
    • A graduate student who is employed in an athletics coaching assignment.

Here is the schedule of monthly pay dates.

Types of non-exempt student employee

  1. Graduate Student Biweekly (GSEB)
  2. Work-study program; Federal and University

Here is the schedule of bi-weekly pay dates.

III. New International Graduate and Work-Study Students

Graduate and work-study students:

  • Must complete information in the Foreign National Information System (FNIS).
  • Complete the I-9 form in the Human Resources Office (RT 200)
  • Must have a Social Security card or apply for one if you do not already have one.

IV. W-4 and Direct Deposit

Once the job assignment is set up and the student has access to Ignite, a W-4 and direct deposit information will need to be completed. See the W-4 Quick Reference Guide for instructions on updating your Federal and state withholding information. See the Direct Deposit Guide for instructions on updating your direct deposit information.

V. Returning students

If your employment at Baylor University is being continued from the previous semester, your I-9 and W-4 forms will not have to be completed again.

If it has been more than a year since you have been employed at Baylor University, please contact the Human Resources Office (254-710-2000) in the Clifton Robinson Tower Suite 200, to complete a new I-9 form.

Important Information

  • Ignite Student Training Information
  • Graduate Student Payroll Guide

Payroll

Financial Services

One Bear Place #97042
Waco, TX 76798-7042

700 South University Parks Drive, Suite 600
Waco, TX 76706-1003

(254) 710-2217
Payroll_Office@baylor.edu
Baylor BU Home
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    • FICA IRS Student Guidelines and Rules
    • How to Complete a Time Card
    • Student Ignite Resources
    • Student Payroll Guide
  • International Employees
    Back
    • Form 8233
  • Pay Schedules
    Back
    • 2024 Biweekly Payroll Calendar
    • 2024 Monthly Payroll Calendar
    • 2025 Biweekly Payroll Calendar
    • 2025 Monthly Payroll Calendar
  • Holiday Schedule
    Back
    • 2024 Holiday Schedule
    • 2025 Holiday Schedule
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    • Tax Form W-4
    • Taxability of Scholarships
    • Tuition Remission
    • W-2 Help Document
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