Minnesota W-4 Form - PowerPoint

							Decision Is Made to Hire a
New Student Employee . . .
Determining Which Payroll
Forms Are Needed
             Check the Blugold system
              for the following
              information:

             Funding source

             I-9 form

             Tax forms
International Students

   schedule appointment
    with Sue

   bring appropriate documents

   discuss tax treaty benefits (if applicable)

   I-9 and tax forms will be completed at
    appointment

   necessary approval from Center for Int’l Educ.
    Office
Payroll forms to be
completed
   On-line eligibility form -
    All students need current eligibility forms
    on file for the appropriate session. (I.e.
    academic year and summer session)
   Tax form (W-4)
   I-9 form
   Paycheck distribution form
    If a student has previously been paid on
    student payroll, there is no need to re-
    submit a W-4 form, I-9, and Paycheck
    Distribution form.
BLUGOLD INSIDER
The on-line student eligibility information is
 entered in the Blugold Insider located on
 the web at:
www. http://web.uwec.edu/

There are two options:
 Student hourly compensation
 Student non-hourly compensation
Information collected on-
line and verified via email
   After the form has been submitted, an overnight
    edit is run.
   A confirmation/verification email is sent the day
    after the data has been submitted on the web
    form.
   An email MUST be received to ensure student
    employment information has been processed into
    the payroll system.
   It is extremely important to VERIFY the
    information to ensure accurate payroll information
    was submitted. Watch for funding changes. (I.e.
    no federal work study allocation would produce a
    message: “Non Federal Funding Only”.
“Are You a Legal Resident
of Wisconsin?”

          Are you a legal resident of
                 Wisconsin?




    Yes              No          International
                                    Student
States With Reciprocity
for State Taxes
   If not from Wisconsin and not an
    international student, then . . .
   Minnesota - Reciprocity
   - complete W-222 annually
   Indiana, Kentucky, Michigan, and Illinois
   - reciprocity - no additional forms to
    complete.
W-4 FORM - EMPLOYE’S WITHHOLDING
ALLOWANCE CERTIFICATE
No Tax Form on File -
Defaults to Single 0
   Most students claim single and 1 or 0
    allowances
   Students cannot claim both exempt
    and allowance
   Students should read the instructions
    before claiming exempt
   Do not collect tax forms from foreign
    students
Employment Eligibility Verification
form (I-9)
Acceptable Documents
LIST A        LIST B     LIST C

US PASSPORT   DRIVER’S   ORIGINAL
              LICENSE    US SOCIAL
              or         SECURITY CARD
                         or
              BLUGOLD    ORIG. OR
              CARD       CERTIFIED
                         COPY OF BIRTH
                         CERTIFICATE
PAYCHECK DISTRIBUTION FORM
Advantages of Electronic Deposit

   Funds are in bank account 8 am on pay
    days

   No standing in lines to pick up check
    or to cash check

   No worry about being sick or leaving
    town on pay day
Common Time Sheet Problems

   missing information (rate, acct code, etc.)
   incorrect eligibility information
   supervisor signature missing
   incorrect weekly hours total
   incorrect week ending dates
   missed or incorrect circles on opscan sheet
   erasures
Information to Pass on to Your
Student Employees
   Where checks can be picked up (Schofield 220
    student payroll window)

   Student payroll schedule and calendar

   Students must leave SASE if they wish to
    have pay checks mailed

   Earnings statements are emailed the Tuesday
    before a pay date
Information to Pass on to Your
Student Employees (cont.)
   one paycheck per pay period. Not one
    check per job on campus
   cannot work more than 40 hours per
    week
   int’l students cannot work a total of
    more than 20 hrs per week while
    classes are in session
Student FICA Exemption
Determined by Credit Load
Academic Year
Exempt from FICA tax if enrolled for
 6 or more credits

Summer Session
Exempt from FICA if enrolled for 4 or
 more credits
Blugold System Payroll
Information Available
    Student directory information – to find
    student ID number and email name
   Student workstudy allocation
   I-9 and tax form, if completed
   Check processed eligibility form(s) on file
    for:
   account code
   funding source
   rate of pay