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Controller's Office

Payroll

Haverford College began using Workday for Human Resources, Payroll and Finance in July 2017. Time tracking, absence requests, human resources changes, payment election adjustments, and financial transactions are now done in Workday. Most paper forms are no longer used.

The Controller's Office processes three different payrolls:

  • Monthly Payroll for Faculty and Administrative/Professional
  • Staff Bi-weekly Payroll
  • Student Bi-weekly Payroll

All new employees, including students, must use Workday to complete a W-4 (Employee’s Withholding Allowance Certificate), form I-9 (Employment Eligibility Verification), and the Local Earned Income Tax form before they can receive their first check. New, non-student employees must also use Workday to sign up for benefits, where applicable.

For more information, contact Human Resources at 610-795-1624 or in Stokes 222. Please also consult the Faculty Handbook, Administrative and Professional Handbook, and the Staff Handbook as appropriate.

Recording Hours Worked

Employees on the bi-weekly payrolls must record all hours worked by entering those hours into Workday or by punching a time clock in departments that use them. Time sheets are no longer used.

  • Employees on the bi-weekly payrolls must use Workday to submit for approval all hours worked during a pay period by noon on the Monday before payday in order to be paid. Supervisors will review and approve all time submitted by the end of business that Monday.
  • During the academic year, student employees must use Workday to submit for approval all hours worked no later than 9:00 p.m. on the the Monday before payday. Supervisors will review and approve all hours submitted by noon on the Tuesday before payday.

Haverford faculty and staff may make a gift to the Annual Fund via Payroll Deduction

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  • Direct Deposit

    Direct deposit allows your paycheck to be automatically deposited to your checking or savings account. If you want to cash the check at TD Bank and you do not have an account, the bank will charge $7 to do so. Choosing direct deposit is safer and more convenient than receiving checks because:

    • You have instant access to your money on payday, no matter where you are
    • You do not have to be at work on the payday to be paid
    • It eliminates the danger of losing a paycheck and having to pay a stop payment/reissue fee
    • You do not have to rush to the bank and wait in line every payday

    To sign up for direct deposit or make changes, fill out the Direct Deposit Request form and return it to payroll in Stokes 220 at least 7 days in advance of the payday.

    Note: Contact payroll before you close a direct deposit bank account. Failure to do so may result in delays in receiving your pay.

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  • Student Payroll

    Before you can be paid, you must have W-4 and I-9 information on file in Workday. You also are required to go to the Human Resources Office in Stokes 222 to show a photo ID, your social security card or other forms of acceptable identification. If you are an international student, please bring your foreign passport and visa along with your social security card. For more information on these forms or the student hiring process in general, please contact Human Resources at 610-795-6124 or stop by Stokes 222.

    You will enter your hours worked in Workday in order to be paid. To do so, sign in to Workday using your Haverford credentials, choose the “Time” icon, and select either “Enter Time Using Check In/Check Out” or “Enter Time by Week” depending on your preference. We encourage you to enter your hours at the end of each day that you work. Please note that you must enter your hours for each of your positions on campus.

    The deadline for completing the entry of your hours worked is no later than 9:00 p.m. on the Monday before payday. Questions regarding time entry and the payroll process in general can be addressed by Payroll staff in the Business Office in Stokes 220.

    Direct Deposit - We highly encourage you to consider signing up for Direct Deposit as this allows your paycheck to be automatically deposited to your checking or savings account giving access to your money on payday no matter where you are. In addition, you can avoid fees for cashing or for losing a check. For more information, contact hc-payroll [at] haverford.edu or visit the payroll staff in Stokes 220.

    Pay Date - See the student payroll schedule.

    International Students - Once you find a job on campus, you must see Denise Allison in Stokes 111B if you do not have a Social Security number. Haverford students with a valid F-1 visa are permitted to work on campus for a maximum of 20 hours a week when school is in session and a maximum of 40 hours a week during semester and summer break.

    Pay Rates for 2019-2020 Academic Year *

    • $9.50 first year, any job
    • $9.75 2nd year, same job
    • $10.00 3rd year, same job
    • $10.25 4th year, same job

    * Pay rates apply to the majority of student positions on campus.

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  • Summer Employment

    Often, students work on campus during the summer. The maximum number of hours worked in a week for summer employment is 40 hours. A work week is Monday through Sunday. Students employed for the summer earn $11.50 per hour.

    Students who work in the summer will be paid bi-weekly and will have Social Security and Medicare taxes taken out as required by law. If you are an international student (Visa) these taxes do not apply.

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