Business Office

Student Payroll

We can assist students with any questions regarding hiring requirements, payroll, taxes, forms, timecards, rates of pay, and pay dates.  

Hire Forms

Students are required to complete Hire Forms for each academic year, and a separate Summer Hire Form for summer employment.  The hire forms serve as approval to hire an individual into a department.  The form should be signed by employee, and completed and signed by the supervisor.  These forms are to be submitted to the Payroll Department in the Business Office.  Supervisors can obtain forms, only from our internal site my.lakeforest, by clicking this link, and viewing the “Student Forms” section of the page. Supervisors may also utilize the Online Hire Form by clicking this link and viewing the “Student Employment Hire Form” section of the page.

Timecards

Once hiring paperwork is completed, the student will be entered into the online timecard system, and the timecard will remain open during the pay period. New timecards will automatically be generated each pay period. Students should record their hours on the timecard and finalize the timecard by the due date.  Due date is usually 5:00 p.m. on the Monday before the pay date. 

Students will not be paid timely if they do not record hours in a timely manner. Other reasons for non-pay include:

  • your supervisor has not approved the timecard
  • hiring paperwork is incomplete
  • the timecard was not recorded timely

We will issue temporary timecards if your paperwork is in process. Please see the Payroll Dept in the Business Office.  Be sure PRINT your name, ID number and Department clearly on your timecard. 

Picking up Payroll Checks

Student payroll checks can be picked up in the Business Office on the pay date. A photo ID is required to pick up a paycheck. Direct deposit paystubs are located under the “My Payroll Information” section in the “My Payroll” folder in my.lakeforest. If you require your paycheck to be mailed home, you may leave a self-addressed stamped envelope with the Payroll Department.                 

Pay schedules and distribution of checks

Students are paid biweekly, or every other Friday; this may change if a holiday falls in the pay week. Payroll schedules can be obtained by clicking the link in this section’s heading. Paychecks must be personally picked up in the Business Office. If it is necessary to mail your paycheck home, you may leave a self-addressed stamped envelope with the Payroll Department. 

Direct Deposits

You may elect to have your earnings directly deposited into your U.S. checking or savings account, or enroll in our RapidPay Card.  You will need to complete a Direct Deposit form for both methods,  and submit it to the Payroll Department of the Business Office.  Direct Deposit Forms can be obtained internally by clicking the link. Direct deposits are effective on the following payroll, if received and completed by Monday before payday. 

For RapidPay Cards, you will need to complete a RapidPay Card Application available at the Business Office and the Business Office will provide the pay card to you. Your funds will be automatically deposited into your pay card account on each payroll date.  

If you are on direct deposit or RapidPay Card, you will be able to view a copy of your paystub on my.lakeforest on the morning of payday.

Cashing payroll checks

Students may cash checks for $100 and under at the cashier’s desk in the business office. The hours for cash transactions is from 8:30 a.m. until 2:00 p.m.

Students may also cash checks at Northern Trust Bank by showing their student id.  Please note, students need not have an account with Northern Trust Bank in order to cash checks drawn from the college.

Pay scale

On-campus employment wages range from $7.75/hr to $11.25/hour.  Jobs are classified as Level 1, 2, 3, or 4 depending upon the amount of skill or responsibility required.  The majority of positions are classified as Level 1.  Departments are granted the level 2, 3 and 4 positions based on application and committee approval only.

Students returning to work in the same department are eligible for merit increases, depending upon supervisor recommendation.  Merit increases are applied within the classification levels and do not indicate a promotion to a higher classification without substantial change in responsibilities. A performance evaluation must be completed and submitted by the supervisor in order for a student to qualify for a merit increase.

Hours Limit

Please note:  Students may work up to 14 hours per week.  Students are limited to a maximum of 2 positions unless granted authorization from the Business Office. In addition, as mandated by federal law, International Students are not allowed to be paid for more than 20 hours per week while school is in session.

Students, including international students, are not guaranteed any particular number of hours of work.  Hours are dependent upon the needs of the employing departments.  Every reasonable effort will be made to assist you with finding on-campus employment. Please be aware that any changes to your Work-Study eligibility (this is determined by the Office of Financial Aid) may affect your ability to continue working on campus, if hired for a position.

Students who work during the summer should not exceed 35 hours per week and may work a maximum of 400 hours over a 14 week period.

Tax Issues

Social Security Tax (commonly known as FICA tax):  While a student is “enrolled and regularly attending classes” at least half time, he or she is not required to pay Social Security and Medicare taxes.  The IRS has provided guidelines to colleges which allow us to exempt students during any month that they are attending class, which means August through May.  During June and July, all U.S. students will have FICA withholdings.  

Many international students are exempt from FICA withholding depending upon their visa type and status.

Off Campus Jobs

Students should carefully consider whether an off-campus job is a good choice. On campus employment is exempt from Social Security and Medicare taxes during the academic year as long as the student is enrolled at least half time.  These taxes are worth $.0765 per dollar, or $.65 per hour additional for a pay rate of $8.25.  Additionally, any work earned on campus under the Federal Work Study program is exempt from total earnings on the FAFSA, possibly increasing your eligibility for grants and loans.  On-campus jobs also usually have more flexible hours and supervisors are more understanding of academic commitments, such as midterms.