Student Officers
All students with instructional or research appointments are limited to a total of 20 hours per week of work for the full length of their appointment. 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 additional work for compensation.
The Faculty Handbook has more information on Student Officer appointments.
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.
After You've Been Hired
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.
If you choose to enroll in direct deposit, you must enter your bank account information in PAC even if you have already enrolled in direct deposit in Vergil/SSOL for financial aid and other payments made to your student account. Direct deposit settings in Vergil/SSOL do not carry over to PAC and must be entered in both places.
International PhD students enrolled for direct deposit of their stipend in PAC do not need to enroll again in PAC for direct deposit when appointed as $0-salary Student Officers.
See Direct Deposit Instructions
Please note that there are separate instructions for student employees, including Student Officers.
All Student Officer disbursements are scheduled on the "Semi-Monthly Other" calendar (highlighted in red on the payroll calendar), though payment frequency depends on your appointment type:
- Salaried Student Officers: Salaried Student Officers are paid semi-monthly after each pay period closes.
- $0-Salary Student Officers: PhD Student Officers appointed at a $0-salary who receive a stipend are paid each term in lump sums rather than semi-monthly.
- These payments are disbursed within the first few weeks of the term on the first "Semi-Monthly Other" check date following the start of the appointment term (e.g., the first "Semi-Monthly Other" check date after the appointment start date of September 1, January 1, or another agreed-upon start date).
- Check the payroll calendar for the specific date of disbursement.
Please confirm your specific appointment type and payment schedule with your departmental administrator or human resources representative.
If you have questions, please submit a ticket to the HR Service Center or contact the Human Resources and Finance hotline at (212) 854-5000.
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.
Frequently Asked Questions
Columbia’s Human Resources and Finance divisions have a hotline specifically to assist with student questions related to payroll and stipend payments, including timing of disbursements.
After you have reached out to your departmental administrator, human resources representative, or school-based Office of Financial Aid and have not been able to achieve a resolution, please submit a ticket to the HR Service Center, or call (212) 854-5000.
For inquiries related to student accounts, tuition and fees, refunds, or transcripts, the Student Service Center remains available to assist.
Salaried PhD and DMA students who need an advance on their funding may request an advance of up to $3,000. This advance must be repaid prior to the next semester's pre-registration period. Students with account balances greater than $5,000 are ineligible for this advance.
The advance carries no fees, is interest-free, and is not subject to tax withholding. If these students experience other unexpected one-time emergency expenses, they can contact the Dean’s Office of their school to apply for emergency funds.
International students from countries undergoing hardship as identified by the US State Department and the World Health Organization may also draw on the University International Student Hardship Fund. These funds are intended to support specific emergencies.