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Northwest Missouri State University

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Payroll Deadlines

Below is a table showing the Monthly Payroll Periods for 2008-09.

Inclusive Dates Timesheets
Due To Payroll		 Pay Date
July 1 - July 31 Aug. 4 Aug. 25
Aug. 1 - Aug. 18
  (summer '08 award ends)		 Sept. 3 Sept. 25
Aug. 19 - Aug. 31
  (fall '08 award begins -- Need new hires)		 Sept. 3 Sept. 25
Sept. 1 - Sept. 30 Oct. 2 Oct. 24
Oct. 1 - Oct. 31 Nov. 4 Nov. 24
Nov. 1 - Nov. 30 Dec. 2 Dec. 19
Dec. 1 - Dec. 31 Jan. 5 (2009) Jan. 23
Jan. 1 - Jan. 31 Feb. 3 Feb. 25
Feb. 1 - Feb. 29 March 3 March 25
March 1 - March 31 April 2 April 24
April 1 - May 2
  (End of Fall '08/Spring '09 award)		 May 4 May 22
May 3 - May 31
  (Summer '09 award begins -- Need New Hires)		 June 2 June 25
June 1 - June 30 July 2 July 24

The following procedures must be followed in order for the student to be paid correctly:

  1. Supervisors must submit a student personnel action form to Student Employment before the first date of employment.
  2. An I-9 and W-4 form must be completed by the student prior to or on the first day of work. A three part orientation session must be completed within the first 3 days of employment.
  3. Time sheets (or time cards) must be signed by the student and department head, and have only the hours recorded for the monthly pay period. The weekly pay period is Monday through Sunday.
  4. Each month the department will receive a student payroll report with the student's name, social security number, rate of pay, position number, title and occurrence code. This report is to be returned to the Payroll Office with the student timesheets for the month no later than the second working day of the new payroll period. Any payroll listing received after that day may not be processed.
  5. A budget report will be sent to the departments monthly showing individual and department payroll expenditures month and fiscal year to date. The available balance can be determined by subtracting the year to date total from the original budget.

Timesheets

A timesheet must be completed by each student employee and submitted to the department supervisor for review.  Accuracy in the completion of timesheets is crucial in order to properly process the document for payroll.  Incomplete or inaccurate information can delay payment to the student employee.

Tenths of Hour Chart

To accurately record work times for partial hours a student employee determines the recording using the tenth of hour chart. 

White Sheets

White sheets must accompany all pink timesheets when submitted to payroll.  All documents must be submitted to payroll on the monthly designated payroll deadline.  The Payroll Code document will provide information to decipher the codes utilized on the whitesheet.

Download Sample

Greenbar Report (EBC44A)

The EBC44A  greenbar report provides the department with monthly student payroll information.  Each student hired within the department is listed on the report along with their earnings and hours reported.  The earnings and hours are categorized  by fiscal year-to-date, month-to-date, and current– pay period.  Students with any earnings for the current fiscal year who have been terminated will continue to appear on the report until a new fiscal year begins.