Student Casual Employees
Before you begin working at a new job on campus, work with the departmental administrator to complete all of the new hire paperwork, including tax forms and the Form I-9.
All hiring paperwork, including the Form I-9 must be completed no later than 3 business days of your start date, and generally should be done before you begin. You cannot be paid until all of the paperwork is completed.
Generally, students who are enrolled half-time or more are limited to no more than 20 hours of work per week, across all compensated positions, on- or off-campus (generally fall and spring semesters):
- Students on student officer appointment are limited to a total of 20 hours per week across all compensated positions (on- or off-campus) during any semester they are on appointment, including winter break and summer terms. If you are appointed as a student officer (e.g., Teaching Assistant, Graduate Research Assistant), please contact your Departmental Administrator for relevant information before taking on student casual work.
- Students who work as casual employees may not exceed 20 hours per week across all compensated positions during fall and spring semesters, inclusive of spring break. Student casuals are not limited to 20 hours per week during winter break or, provided they are not enrolled, during summer break.
If you have questions, please consult your department or school.
On or Before Your First Day
Complete all required new hire paperwork
Your department cannot enter you into payroll, and you will not be paid, until all of your new hire paperwork has been completed and submitted to your department administrator or human resources representative.
If you have not received the required hiring paperwork, you must contact your department administrator or human resources representative in order for your appointment to be processed correctly and for you to be paid.
Employment Eligibility: Form I-9
The Form I-9 is required for all newly hired employees who will be working in the United States to verify that you are eligible to work. Please check with your department administrator or human resources representative if you have had a break in service; you may need to complete another I-9 even if you have completed one previously.
The Form I-9 can be completed as soon as you have accepted your new position, and must be done no later than three (3) business days after your start date.
Instructions on completing the Form I-9 can be found on the CUHR I-9 E-Verify website.
- Remember to bring the appropriate unexpired original documents with you, as listed in Section 1 of the I-9 online. The list of acceptable documents can be found on the USCIS website.
- Please confirm your date of hire with your department administrator. This is required for the Form I-9.
International Students: If you do not have a Social Security Number (SSN), please refer to the International Student and Scholars (ISSO) website for information on how to apply for one.
All new hires must complete the Federal Form W-4 and state tax forms before receiving a paycheck. These forms provide the University payroll system with the required information to set up the appropriate tax withholding from your paycheck.
- Complete your Federal W-4 Form
- Note: If you are an international student, the IRS has special instructions for Form W-4 for nonresident aliens.
- Note: If you are an international student, the IRS has special instructions for Form W-4 for nonresident aliens.
- Complete the appropriate New York State tax withholding forms – IT2104 Form, IT2104.1, or IT2104.E Form. Guidance on completing the NY State forms can be found on the New York State Department of Taxation website.
- If you are a Non-Resident Alien, you may be eligible for a tax treaty exemption. See IRS Publication 901 on U.S. Tax Treaties to see if your country is listed for students. Questions on your eligibility for a tax treaty benefit and how to complete Form 8233 may be directed to the Human Resources Service Center.
This will be provided to you by your hiring department. You must review the information, sign and return it to your departmental administrator or human resources representative.
For information on student officer appointments, please refer to the Student Officers webpage.
After You Start Working
All student casual employees are required to submit timesheets to your department at the end of each pay period. Timely submission of your timesheet will ensure that you are paid for the work done in that period. Please discuss the timesheet submission process with your department administrator, human resources representative or supervisor.
Please remember you will not get paid if you do not submit a completed timesheet to the appropriate person in the department in which you are working.
Once your hiring paperwork has been completed and you are entered into the University payroll system—People@Columbia (PAC)—we recommend that you sign up for the free direct deposit service. Your paycheck will then be automatically deposited to your bank account(s) each pay period.
All Student Officers (including PhD Student Officers appointed at a $0-salary) are strongly encouraged to enroll in direct deposit in PAC.
See Direct Deposit Instructions
Please note that there are separate instructions for student employees.
Most student casual employees are paid on a bi-weekly basis. Confirmation of your pay frequency was provided on the Casual Employment Form or NYS 195 Form you signed as part of your new hire paperwork.
Once you are hired into the University's system, you will be able to view each of your paychecks via the my.Columbia portal. You can also access your W-2 and 1042S forms on the my.Columbia portal. Details here.
Simply log in with your UNI and password, click on the People@Columbia tile, and click on "View Your Paycheck" under Self-Service.