Payroll for Student Employees

On this page:

Follow the procedures for adding students to the state or Research Foundation payroll.

Procedures

For State-Funded Student Employees

Payroll Procedures for State-Funded Student Employees

The department must prepare an ePTF to request and authorize the appointment of a student to the state payroll, and to report any subsequent changes to the student’s status. The transaction must be submitted before timesheets can be processed for payment. 

All required areas of the ePTF must be completed before the transaction can be submitted. Incorrect or incomplete paperwork may result in a delay of payment to the student employee.

  • The Oath of Ethics must be completed by all TAs and GAs and the original document submitted to HR.
  • Required documents should be scanned and attached to the ePTF. 
  • An ePTF to terminate should be submitted when the student ends employment. A student employee may be terminated due to lack of work, lack of funding, unsatisfactory performance, misconduct, or violation of university rules.
    • Submit an ePTF when a TA/GA terminates prior to the end of their appointment. If the ePTF cannot be submitted on a timely basis, notify HR immediately (via email or telephone) to avoid an overpayment to the employee.
Additional Required Documentation for State Student Employment
New Student Appointment –
Student off payroll for
one year or more
Re-hire Student – Student off payroll for less than one year
  • I-9 and supporting documentation
  • Federal W-4 Tax Form
  • State Tax Form
  • Direct Deposit Paperwork (optional)

No documentation required unless the work authorization expired. If so, complete section 3 of the

I-9 with the new work authorization document.

Related Links

For Research Foundation-Funded Student Employees

Payroll Procedures for Research Foundation-Funded Student Employees

The department must prepare the appropriate transaction form (ePTF, MSS, or paper form) to request and authorize the appointment of a student to the RF payroll, and to report any subsequent changes. This transaction must be submitted before hourly timesheets can be processed for payment.  

All required information must be completed before the transaction can be submitted. Incorrect or incomplete paperwork may result in a delay of payment to the student employee.

  • Required documents must be scanned and attached to the ePTF, MSS, or the paper form.
  • RF student employees may remain employed in a student title as long as they meet the eligibility requirements.
  • An ePTF, MSS, or paper form to terminate should be submitted when the student ends employment. A student employee may be terminated due to lack of work, lack of funding, unsatisfactory performance, misconduct, or violation of university rules.
    • If the appropriate transaction form cannot be submitted on a timely basis, notify HR immediately (via email or phone) to avoid an overpayment to the employee. Uncollected overpayments due to late submission of a termination form cannot be charged to sponsored projects and must be covered by departmental funds.
Additional Required Documentation for Research Foundation Student Employment
New Student Appointment –
Student off payroll for
one year or more
Re-hire Student – Student off payroll for less than one year
  • I-9 and supporting documentation
  • Federal W-4 Tax Form
  • State Tax Form
  • Address form, if paper transaction
  • RF Employment Application
  • RF Handbook Acknowledgement form
  • RF Self-identification of Disabled Individuals form
  • RF Self-identification of Veteran Status form
  • MSS Declaration and Authorization form (for Manager Service transactions only)
No documentation required unless the work authorization has expired.  If so, a new I-9 along with updated supporting documentation is necessary.

Related Links

Contact an Expert

State Payroll Experts

Faculty, Staff, TA/GA, Hourly Non-Student and Student Assistant Payroll

If Last Name Starts A - CH

Elaine Hines

Elaine Hines

State Payroll Services

Phone: 716-645-4425

Email: ehines@buffalo.edu

If Last Name Starts CI - GI

Kathy Pohlman

Kathy Pohlman

State Payroll Services

Phone: 716-645-5202

Email: pohlman@buffalo.edu

If Last Name Starts GL - K

Roseann Brzozowiec

Roseann Brzozowiec

State Payroll Services

Phone: 716-645-4449

Email: rbrzozow@buffalo.edu

If Last Name Starts L - NORD

Kathleen Sears

Kathleen Sears

State Payroll Services

Phone: 716-645-4450

Email: ksears@buffalo.edu

If Last Name Starts NORE - SHEO

Cheryl Delano

Cheryl Delano

State Payroll Services

Phone: 716-645-4446

Email: cadelano@buffalo.edu

If Last Name Starts SHEP - YH

Joanne Intorre

Joanne Intorre

State Payroll Services

Phone: 716-645-4424

Email: jintorre@buffalo.edu

If Last Name Starts Yi - Z

Melissa Barone

Melissa Barone

State Payroll Services

Phone: 716-645-4445

Email: mbarone@buffalo.edu

State Appointment Processing

Angela Kuc

Angela Kuc

State Appointment Processing

Phone: 716-645-4427

Email: akuc@buffalo.edu

Lisa Battle

Lisa Battle

State Appointment Processing

Phone: 716-645-8156

Email: lpaschis@buffalo.edu

Lynn Phalen

Lynn Phalen

State Appointment Processing

Phone: 716-645-8158

Email: laphalen@buffalo.edu

Elizabeth Wolf

Elizabeth Wolf

State Appointment Processing

Phone: 716-645-4428

Email: elwolf@buffalo.edu

RF Payroll Experts

Employment and Payroll — RF

If Last Name Starts A-G

Denise Katas

Denise Katus

RF Payroll Services

Phone: 716-645-4453

Email: katus@buffalo.edu

If Last Name Starts H-M

Joelle Tyler

Joelle Tyler

RF Payroll

Phone: 716-645-4474

Email: jetyler@buffalo.edu

If Last Name Starts N-S

Sonia Cravatta

Sonia Cravatta

RF Payroll Services

Phone: 716-645-4473

Email: cravatta@buffalo.edu

If Last Name Starts T-Z

Lee Rodriguez

Aleathea Rodriguez

RF Payroll Services

Phone: 716-645-4479

Email: amr33@buffalo.edu

UBF Payroll Experts

Payroll Administration

Rebecca Broderick

Rebecca Broderick

Payroll Accountant

UB Foundation

Phone: 716-645-8734

Email: rlbroder@buffalo.edu

Vanessa Phengsomphane

Vanessa Phengsomphane

Payroll Accountant

UB Foundation

Phone: 716-645-8732

Email: vlphengs@buffalo.edu

avatar of Katie D’Amato

Katie D’Amato

Payroll Manager

UB Foundation

Phone: (716) 645-8735

Email: kdamato@buffalo.edu

Anne Duggan

Anne Duggan

Payroll/ Fringe Benefits Quality Control

UB Foundation

Phone: 716-645-8736

Email: amduggan@buffalo.edu

Web Page Feedback

Notice a Technical Problem With This Web Page?

(Required)
(Required)
(We'd like to respond to you.)
(Required)