Payroll Items of Interest for Graduate Assistants
Graduate Assistants who will be reappointed for Fall 2017 need to complete payroll paperwork, including a new I-9 and Loyalty Oath, in early August if they were terminated by their department for the summer. In order to be paid on the August Monthly payroll, the necessary paperwork must be in Payroll no later than August 11, 2017. This means your reappointment paperwork, new I-9 and Loyalty Oath must be completed and in Payroll and Employee Services, NEL 244 by that date.
Graduate Assistants who are placed on Leave of Absence Without Pay for the summer and return to their GTA or GRA position in the Fall will not be required to complete a new I-9 or Loyalty Oath. The department must provide Payroll and Employee Services with a Personnel Action Form returning the GTA or GRA from the Leave of Absence Without Pay.
To be eligible for the Student FICA (Social Security & Medicare) Exemption on the August check, you will need to be enrolled no later than August 5. To be eligible for Student FICA (Social Security & Medicare) Exemption on the January check, you will need to be enrolled by January 5. FICA taxes will not be refunded to student employees who fail to be enrolled in the appropriate number of class hours by the aforementioned deadlines.
Note: Independent Study, courses taught off campus (military base) and courses through Advanced Programs (OU North America & Europe) and/or the Center for Independent and Distance Learning (whether online or in-person) may not be eligible hours for total credit hours to be exempted from FICA.