Before you can be placed on the payroll, the required hiring forms must be completed.
Once you have been placed on the payroll, you will be responsible for properly documenting the hours you have worked on the Salaried Non-Exempt / Hourly Time Sheet and Benefit Usage Report unless your department utilizes a time clock. Students are not permitted to work during scheduled classes or examinations.
- Time must be reported to the nearest one hundredth (.01) of an hour.
- Overtime to be paid must be shown on the appropriate line on the timesheet.
- Timesheets must be completed and signed by both the employee and supervisor before they are returned to Payroll. Unsigned timesheets delay the processing of payroll.
- Timesheets used should be the ones available on the HRS website. Substitutes are not accepted.
- No employee is expected to sign a blank timesheet and the employee and supervisor should initial all changes to the hours on the timesheet.
Please review the following sections carefully:
Student employees may generally work a maximum of 20 hours per week, while classes are in session. The Academic Advising Dean may decrease the 20 hour per week maximum for those students not in good academic standing, see the Academic Probation Permit on the Human Resource website. The 20 hour per week maximum may be increased by the Student Employment office if an Excess Hour Permit has been completed and approved, see the Excess Hour Permit on the Human Resource website.
During academic breaks while the university is open, students may work up to 25 hours a week. For the summer semester, those students taking 3 semester hours or more are subject to the 20 hours per week limitation, unless an Excess Hour Permit has been filed and approved, see the Excess Hour section of this manual. All other students meeting summer eligibility requirements may work 25 hours per week.
If a student is working more than one on-campus job, the student must schedule work so that the total hours combined are less than or equal to the 20 hours allotted. The same holds true during academic breaks: the total number of hours for all positions cannot exceed 25.
The maximum number of hours that an international student may work is 20 hours a week, including during vacation periods. If more than one department employs the student, the student will need to ensure that the total number of work hours does not exceed 20.
During the summer semester, an international student may work up to 25 hours per week as long as they are not enrolled for the semester. If the student is enrolled, the 20-hour limitation is enforced.
University regulations prohibit overtime hours for students, except in emergency situations. Any hours over 7.5 in one day are considered overtime hours worked.
Student employees are considered non-exempt under the Fair Labor Standards Act (FLSA) and may not be scheduled to work or be paid overtime. If a student employee inadvertently works over 7.5 hours in one day the student must be compensated at the rate of one and one-half times the regular rate.
All employees are paid on a semi-monthly basis. The first payday is the 15th day of each month or prior business day if the 15th falls on a weekend or holiday. The second payday each month is the last business day of each month.
Payroll checks and direct deposit will not be released until the scheduled payday for each pay period. To view your payroll check online go to the MyNIU HR system.
It is the policy of the university to distribute all pay by means of electronic direct deposit. Temporary exceptions must be authorized by payroll. In the event that a paper paycheck is produced, the following applies:
- Employee Pick Up: Employees are expected to pickup payroll checks in person and to present identification at that time. Employees are not expected to use work time. Employees may make arrangements, in coordination with their supervisors, to pick up their paychecks on the scheduled pay date at the designated Human Resource Service Center located in Swen Parson. The Payroll distribution center distributes paychecks on payday only between the hours of 8:00 a.m . and 4:00 p.m.
- U. S. Mail Distribution: Paychecks that are not picked up by employees on payday are mailed to the employees’ home address. The HRIS home address is updated automatically using the permanent address in the student system.
The University is required to include deductions from all federal and state taxes.
Student employees are exempt from paying FICA taxes when enrolled for at least 6 hours in the fall and spring and 3 hours in the summer.