Salary & Payroll Procedures
Payroll/Payment Procedures
Once hired, there are required documents which must be submitted to your supervisor.
- A student will not be placed on payroll or paid for any hours worked until all required documents are processed by the Student Employment Coordinator.
- A student is paid for the hours worked during a normal pay period. The wage rate is determined by the employing department. There are no fringe benefits such as paid sick leave, vacation or holiday pay, or paid lunch periods. Students are subject to federal and state income taxes; exempt from FICA while enrolled in classes.
- Students are paid by the Payroll Bi-Weekly Student Calendar. Earnings information may be accessed through Cardinal, the Commonwealth's web-based pay stub.
- Students are required to provide any changes to name or address to the Student Employment Coordinator and Payroll. The I-9 form must also be updated with any name changes.
Time Entry and Pay Period
All student employees submit their work time by web-time entry through the MyLongwood Employee Self-Service site. There is a 'Time Sheet' link under the 'Employee' tab within this site.
All employees are paid on a bi-weekly pay period. Instructions pertaining to web-time entry may be found here:
Student Web Time Training (pdf)
Approver Web Time Training (pdf)
Proxy Setup (pdf)
The time sheet tab in mylongwood will only appear if the student has completed all documents necessary for employment and has received an email verifying employment.
Garnishment Of Wages
A student's FWS wages may be garnished only to pay any costs of attendance that the student owes the school or that will become due and payable during the period of the award. Schools must oppose any garnishment order they receive for any other type of debt; paying FWS funds in such cases would not be in compliance with the Student Financial Assistance (SFA) requirements that funds be used solely for educational purposes.
Federal & Longwood Work Study Student Earnings Level
Students employed under the FWS program have a maximum earnings level which is indicated on the Employment Authorization Form. The supervisors and the students should establish, at the beginning of the work period, a weekly work schedule that will enable each student to work throughout the academic year or summer program based on the student's allocation. Both the supervisor and the student should keep a cumulative record of hours worked and dollars earned.
Often, students obtain outside scholarships or other assistance making it necessary for the Office of Financial Aid to adjust the work-study award. If this should occur, the student must notify the Student Employment Office and the supervisor of the award modification.
Allocation
Although a student may receive a work-study award by the Financial Aid Office, there is no guarantee that the student will earn that amount. Class schedules, department needs, available funding, etc. will determine the actual earnings.
A student may not earn over his/her allocated amount. The supervisor and the student should establish a weekly work schedule that will enable each student to work throughout the academic year, based on the student's allocation.
Equal Opportunity Employer
Longwood University, an agency of the Commonwealth of Virginia, is an equal-opportunity institution of higher learning. Consistent with Federal and State law, the University promotes equal opportunity for all prospective and current students and employees. The University will not discriminate against any individual on the basis of race, sex, color, national origin, religion, sexual orientation, age, political affiliation, military status, or disability status, except in relation to employment where a bonafide occupational qualification exists. Anyone with questions concerning access or accommodations should contact Accessibility Resources at (434)395-2391 (V); 800.828.1120 (TT Relay).