All new faculty and staff employees will be contacted by Human Resources who will explain the required employment and payroll paperwork that is needed. Required forms are below.
Student employees must also complete paperwork and forms listed below.
Web Advisor
This secure college site allows faculty and staff employees to review information about salary, benefits, leave plans, and position.
How and When You Will Be Paid
Payroll Schedule – Employees are paid on a bi-weekly schedule with payroll issued on Fridays. Payment will be made by check or direct deposit.
Direct Deposit – Hartwick College offers direct deposit to any financial institution. You simply need to complete a direct deposit authorization form and bring it to the Payroll Office. It takes one pay period to set up a direct deposit. After receiving your information, it is sent to the bank for a pre-note the following pay period. If all of the information is correct, your deposit would start with the next payroll. You will receive a direct deposit notice each pay date either in hard copy or electronically via Web Advisor.
Payroll Checks – If you do not sign up for full direct deposit you will be issued a payroll check each pay period.
Time Cards – Hourly, non-exempt employees must complete a time card which is due in the payroll office by noon on Monday of each pay week.
Students working at Hartwick College for the first time need to complete the following forms before beginning work. Links to all forms may be found above.
STUDENTS CANNOT WORK UNTIL THE SUPERVISOR RECEIVES A COPY OF THE JOB AUTHORIZATION FORM APPROVED BY BOTH FINANCIAL AID AND PAYROLL.
Student Time Cards
If all the required forms have been filled out with the Financial Aid Office and Student Payroll Office, a pre-printed time card will be generated and sent to the supervisor. If a supervisor does not receive a pre-printed time card for a student worker, please call the Student Payroll Office immediately at extension 4308.
How and When You Will Be Paid
Automatic Deduction from Student Payroll to Pay Tuition
Students employed on campus may request to have all or part of their earnings applied directly to their tuition account. To request the deduction, the student must complete a payroll Deduction Authorization form with the Office of Student Accounts. Tuition deduction forms must be completed every year. They do not carry over.
Check Replacement Fees
There is a $35.00 charge to replace a lost payroll check. There will be a $10.00 charge to replace a check that is stale dated (checks are void after 90 days) or damaged (you must bring in the original check). You should see someone in the Payroll Office to have a replacement check issued.
Hartwick College offers some summer employment positions to individuals age 16 and over. Positions are posted on the Summer Employment page of the Human Resources site. Application forms can be downloaded and taken to the department offering the position. If you are hired for a position, you should then go to the Payroll Office to complete the appropriate paperwork.
If you are working for Hartwick College for the first time, you will need to complete a Federal and State tax form and I-9 Federal Employment Eligibility form before you begin work. The identification used for the I-9 form must be original documents. Photo copies cannot be accepted.
Temporary summer employees use time cards to record their hours. Time cards and a schedule will be sent to each supervisor.
How and When You Will Be Paid
Payroll Schedule – Temporary summer employees are paid on a bi-weekly schedule with the faculty/staff payroll on Fridays. Payment will be made by either direct deposit or check. Summer checks are not cashed on campus.
Instructions for direct deposit are shown above.
Payroll checks and direct deposit notices for temporary summer employees will be sent with the faculty/staff payroll checks for each department (unless otherwise noted on the time card schedule). If you do not want your check or direct deposit notice mailed to your home address for the pay periods indicated on the schedule, you should notify the Payroll Office.
Office Hours
Monday – Friday from 9:00 a.m. to 5:00 p.m.
Bresee Hall, 3rd Floor
Contact
Christine Utter, Director of Payrolls
utterc@hartwick.edu
607-431-4316