All student employees must record their hours in Workday using the Time Tracking application. Hours worked must be entered and submitted every week, no later than midnight on Saturday. Brown’s standard work week runs from Sunday through Saturday, which is how your hours are organized for payroll.

Managers must approve hours by Monday morning after each workweek.

It’s important to note that no other timekeeping system is permitted. Workday is the only official system for submitting hours.

For additional guidance, please refer to the Student Worker Time Entry for Hours worked job aid.

Accuracy Matters

Federal law requires that all hours worked must be reported and paid in full. Underreporting hours or failing to submit them correctly is a violation of the Fair Labor Standards Act (FLSA). To ensure you are paid properly, always review your time entries before submitting them.

Student employees are paid every two weeks, typically on Friday. Graduate students receiving university stipends or fellowships are paid monthly, with payments issued on the last business day of the month.

Because payroll is based on submitted hours, it is important to make sure everything is entered accurately and on time each week.

Payroll Deadlines and Pay Dates

By law, employees must be paid for all hours worked in the correct pay period, and wages cannot be delayed or “banked” for later. If you notice that you were paid incorrectly, you must contact your supervisor as soon as possible so the issue can be reviewed.

For any students who have worked and have not received payment, Student Managers must submit an Underpayment in Workday so the issue can be corrected.

Student employees at Brown are eligible for limited paid sick time under Rhode Island law.

Sick and Safe Leave

Under the Rhode Island Safe and Healthy Families and Workplaces Act, student employees receive 6 hours of Sick and Safe Leave each calendar year. This time resets every January 1, and the accrual rate may change in accordance with state law.

Sick and Safe Leave can be entered directly in Workday when submitting your hours. When using sick time, students are expected to follow the normal call-out procedures for their job.

Vacation and Holiday Pay

Student employees do not receive paid vacation time. In addition, students are not paid for holidays when they are not scheduled to work.

Your paycheck may include tax withholdings depending on your employment and tax situation. These can include federal and state income tax, Social Security (OASDI) and Medicare taxes.

The amount withheld depends on several factors, including:

• The type of payment you receive
• How much you earn
• Whether you are working during the academic year or summer
• Your W-4 elections in Workday
• For international students, tax treaty eligibility and required withholding rules

Because every student’s situation is different, withholding rates may vary significantly from person to person.

Completing Your W-4

Every student is responsible for completing their Federal and State W-4 forms in Workday. If you do not submit a W-4, Workday will automatically withhold taxes at the highest rate for a single filer, without any adjustments.

International students should review their Sprintax Calculus results and follow the W-4 instructions provided through that process. If you have questions, the Foreign National Tax Office can help.