Payroll Office deadlines & pay dates

• Students must enter hours worked in Workday using the Time Tracking application. 
• All hours worked must be entered and submitted through Workday, by Midnight every Saturday, on a weekly basis. No other time management process is allowed.
• Brown’s standard work week is Sunday - Saturday. 
• Students are paid on a bi-weekly basis (every other Friday).
• Graduate Students who receive fellowships or stipends from the University are paid on a Monthly basis (last business day of the month).

Underreporting or inaccurate reporting of hours worked are violations of the FLSA. Student employees are required to enter and submit all hours worked on a weekly basis in Workday Student Time Tracking in order to ensure they are compensated accurately for all hours worked.

Missing or Incorrect Payment

Federal and State Laws require all employees to be paid for all hours worked within the corresponding pay period. Hours may not be banked or payment for wages delayed. If a student has been paid improperly for the hours worked in a pay period, it is their obligation to notify their supervisors directly. For any students who have worked and have not received payment, Student Managers must submit an Underpayment in Workday.

• Student employees are eligible to take paid time out of work under the Rhode Island Safe and Healthy Families and Workplaces Act, also known as Sick and Safe Leave. Sick and Safe Leave may be recorded directly through Time Tracking when entering hours in Workday. 
• Student employees are required to follow normal call-out procedures. Student workers will receive six hours of Sick and Safe Leave for use during each calendar year. 
• Beginning January 1st of each year, students will receive a new accrual of Sick and Safe leave hours. This accrual rate may change periodically in accordance with the law. 
• Student employees are not eligible for paid vacation or holiday pay (when not working on the holiday).

Calculation of Income Tax Withholdings on Student Payslip

Student payments may be subject to payroll tax withholding, including Federal, State, OASDI, and Medicare tax withholdings, depending on the type of payment received, amount received, academic vs summer pay, and on W-4 elections. Tax rates may vary from student to student depending on the above items. In addition, international students may have treaty benefits or a required percentage of withholding depending on the type of payment and treaty benefits available.

Completion of a W-4 Form

• It is the student’s responsibility to complete State and Federal W-4 (Income Tax Withholding) information in Workday.
• Students who do not submit W-4 information in Workday, will have withholding set to the highest rate for single filers, with no other adjustments.  
• International Students should review their Sprintax Calculus analysis and the form W-4 provided as part of the Sprintax Calculus process. Questions can be addressed to the Foreign National Tax Office.

Payment Elections

• Brown University offers both direct deposit and paper checks as payment methods. 
• It is recommended that students set up direct deposit in Workday, as it is the fastest and most convenient way to receive their pay automatically into their personal bank account(s). If no direct deposit is set up in Workday, students’ checks will be mailed to their campus mail box.
• A U.S. Social Security Number is required to elect direct deposit in Workday. Students will receive payments by check until a U.S. Social Security Number has been entered into Workday. Students should contact the HR Service Center for assistance with entering a social security number in Workday.  Students who need to apply for a U.S. Social Security Card can visit the OISSS website for information on the application process.