Skip to main content

Cornell University

DYO Payment Policies

This page focuses on detailed information about time cards, tax forms, and other payment-related policies. Thus, it is most important for students and employers who have been awarded DYO funds to read this page, but others are welcome to pre-view it as well.

Employment and Tax Forms

Students are responsible for completing required Federal and State Tax Withholding forms. See Cornell's page regarding information on W-4 Tax Withholding and follow the instructions in the job aid: How to Update Your Federal and State Withholding Allowances in Workday. If you have any questions, contact the Payroll Office at +1 (607) 255-5194 or by email.

Students are also responsible for filling their I-9 Form for Employment Eligibility Verification. Review the Student Employment website for information on how to complete that process.

Submitting and Approving Hours

Student employees are paid biweekly. Review the "Nonexempt Biweekly Calendar" for the list of pay periods for Cornell student workers.

  • Students must submit their Workday timesheets by noon every other Wednesday, with supervisors approving the timesheets by the end of that Wednesday. (If you plan to work that Wednesday between noon and 11:59 pm, enter your hours, and the supervisor either can change or approve them.) Note: students should click “submit” on their timesheets only once per pay period; clicking “submit” more often sends supervisors unnecessary email alerts.
  • Once a supervisor approves a timesheet in Workday, they are certifying that the hours entered are correct and were worked. It is the agency’s responsibility to contact the Hiring Coordinator if the student does not record their hours or if the student is no longer working.
  • Students cannot add hours from a previous pay period to a current pay period.
    • If you forgot to enter hours worked in a previous pay period, you may request “retro hours.” Such hours are allowed if you request them in an email to your supervisor and the supervisor approves them. Your supervisor then forwards the email to the Hiring Coordinator, who in turn forwards the email to the Business Service Center (BSC). BSC staff are the only staff allowed to enter retro hours.
  • Federal Work Study (FWS) regulations forbid students from recording work hours when they are registered to be in class or lab.

Overtime

  • Although there is no prohibition on paying overtime in the FWS program, FWS is designed to provide part-time employment, and you should not (often) work in excess of 40 hours in a single week.
  • FWS student employees are paid overtime at a rate of one and a half times the regular rate of pay for work in excess of 40 hours in a standard work week. The standard work week begins Thursday at midnight and ends the following Wednesday at 11:59 pm.
  • If you work overtime, your agency will be billed for those overtime hours at the usual 10–25%, but the overtime rate of time-and-a half will increase the billing.
  • Many students have more than one appointment to the Cornell payroll, and combined hours from other departments can add up quickly. Be sure to ask any student you hire about any additional work-study jobs they may have through Cornell that may be pulling from their FWS award. Overtime is always billed to the off-campus employer.

Meal Periods

Meal breaks are required by New York State law and must be provided and taken. For more details, read the Student Employer Policies regarding Meal Periods.

Holiday, Vacation, and Sick Pay

FWS will not subsidize student wages for vacation, sick pay, or federal holidays (Important CWSP Program Dates). If a student works on a federal holiday, including remotely, the student cannot be paid with work study funds; the employer will be billed 100% of the student’s wages for that day at an overtime rate of time-and-a-half.

Jury Duty

If a student serves on a jury, FWS will not pay for any portion of the student’s wage or jury fee. The off-campus employer is the employer of record, and the jury fee is paid by New York State or by the employer, depending on the day of service and size of employer. To learn more about jury-duty regulations, read Jury Information for Employers or contact the Hiring Coordinator.

Workers’ Compensation

As stipulated in the Work Study Agreement (contract), a FWS student’s off-campus employer is the employer of record and responsible for filing any workers’ compensation claims. 

Reunion

If a student wants to work for Cornell Reunion, which is in June, they are not allowed to work at their FWS job during that week.