Payroll

Student Employment Checklist

This page is for departments interested in employing students. Students looking for info about on-campus jobs see: Student Payroll Pages

PLEASE NOTE: We understand that many departments may be operating virtually, at least temporarily. In order to remain compliant with tax regulations, student employees must perform all work in service to the College within the State of California, including any work done remotely.

New Student Worker Hires

1) Employment Paperwork Complete*

If your student hire has never worked for SMC before, they will need to fill out all of their Employment Paperwork, collect their ORIGINAL & UNEXPIRED work authorization document(s), and set up an appointment with our Human Resources (HR) Office to verify their document(s).

Please send this information link to those who need to complete the Employment Paperwork with HR. This process including the in-person document review with HR must be complete BEFORE starting any work:

link to: New Hire Paperwork (Student Employees)

If your student worker will have access to confidential information (student records, employee data, etc.) they should complete the Student Employee Confidentiality Agreement, see link below.

studentconfidentiality.pdf

*International students should review the information provided by the Center for International Programs and consult with the Center prior to beginning work. Please direct them to this page: CIP Working in the US

2) Student New Hire Notification Form to Payroll

Supervisor/hiring department (not the student) needs to complete the "Student New Hire Form" with authorized budget signature from department. This form notifies payroll that you've hired a student and will generate a new Time Entry in GaelXpress under your Time Approval screen. This form is also located in: Payroll Forms

3) 2026/2027 Federal Work Study (FWS) Authorization from Financial Aid (if applicable)

The Federal Work-Study program provides funds to cover wages paid to eligible students. The Financial Aid Department manages this program, and determines eligibility and authorizes the award amount ($) of individual students.

Award amount & eligibility confirmed?
2026/2027 FWS Authorization Forms signed and approved by Financial Aid?
Please reach out to Financial Aid Office for further guidance on this process. If FWS funding is required for this position, your student MAY NOT START any work until authorized confirmation is received by Financial Aid.

Returning Student Workers

1) Confirm the Hourly Rate

Will the pay rate be the same for this academic year? Please feel free to confirm current assigned pay rates with Payroll. If you would like to increase any returning students pay rate due to new position or increase in duties/responsibilities, you would fill out the Student Rate Change Form located in: Payroll Forms.

2) 2026/2027 Federal Work Study (FWS) Authorization from Financial Aid (if applicable)

Award amount & eligibility for 2026/2027 confirmed? (all FWS for AY2025/2026 has ended)
2026/2027 FWS Authorization Forms signed and approved by Financial Aid?
Please reach out to Financial Aid Office for further guidance on this process. If FWS funding is required for this position, your student MAY NOT START any work until authorized confirmation is received by Financial Aid.

3) GaelXpress Time Approval for supervisors

Are your returning student workers showing up in your GaelXpress Time Approval screen? For any students not returning to work for you, please email Payroll your list of students to remove.

Important Contacts

Payroll Office Staff

click here for Payroll Staff page

Financial Aid Office (FWS Program)

Karla Henriquez, Assistant Director, x4337
Financial Aid Federal Work Study (FWS) General Inquiries: finaid@stmarys-ca.edu, 925.631.4626

Center for International Programs (Int'l students)

Ashley Cross, Assistant Director & Int'l Student Advisor, x4352