Concord University Payroll Office
The Payroll Office manages the payroll process for all individuals, faculty/staff and students, employed by Concord University. The Payroll Office assists with completion, submission or updating of payroll related forms; such as, federal withholding, state withholding, etc.
Concord provides employment opportunities for students who are U.S. citizens and non-citizens, who possess a valid work authorization. The Student Payroll Office is here to guide student employees through the required process verifying the students’ eligibility to work. This process must be completed prior to the student performing any work on-campus. All students desiring on-campus employment should review the Finding an On-Campus Job, Student Employment Policy and Procedures and Student Employee sections.
Prior to requesting a student position as instructed in the Student Employees section, students desiring to work on-campus should first locate the position they wish to fill. Students can search for employment opportunities at Handshake. Students can be employed either through the Federal Work-Study Program or through the University’s CU Connect Program. Students who have been awarded Federal Work-Study as a part of their financial aid package will see the award on their official Award Letter from the Financial Aid Office. Students who have not been awarded Federal Work-Study are only eligible to apply for CU Connect positions.
The Student Employment Handbook applies to all student employees. All prospective student employees are encouraged to review the handbook carefully before requesting an on-campus position.
If a student intends to work on-campus and they have not previously worked on-campus, they must compete the New Student Employee Hire process by completing the New Student Employee Form and submitting the appropriate student employment forms below to the Payroll Office. Students will not be permitted to work on-campus until approval is granted by the Payroll Office. Approval cannot be granted until all required employment forms are received by the Payroll Office. Upon approval, new student hires will be contacted by the position supervisor.
All student workers must read and sign the Student Employee Supplemental Form. Please return the signed form to the Payroll Office.
Student employees who are legal residents of West Virginia or a bordering state (Virginia, Kentucky, Ohio, Pennsylvania and Maryland) are required to submit the following forms to the Payroll Office in order to be reviewed for approval to work on-campus. No work should be performed until approval is received from the Payroll Office as notified by the position supervisor.
Tip: All students are required to submit Forms I-9, W4, IT/104 and a wvOASIS Direct Deposit Authorization. When completing Form IT/104, WV Residents complete only page one; Border State Residents complete only page two. Border State Residents are also required to submit the state withholding form below as required by the state of the student’s legal residence. The State of Pennsylvania does not require an additional state withholding form.
- US Citizenship and Immigration Services Form I-9 is required to verify an individual’s eligibility to work in the United States. Original documents, as described on page four, must be presented. No photocopies, scans or other reproductions will be accepted.
- Internal Revenue Service Form W4 is required for federal income tax withholdings.
- State of WV Form IT/104 is required for state income tax withholdings. WV Residents should only complete page one. Border State Residents should only complete page two.
- State of Virginia Form VA-4 is only required for VA Residents for state income tax withholdings.
- State of Maryland Form MW507 is only required for MD Residents for state income tax withholdings.
- State of Kentucky Form K-4 is only required for KY Residents for state income tax withholdings.
- State of Ohio Form IT4 is only required for OH Residents for state income tax withholdings.
The State of WV requires all payroll to be processed via direct deposit. Please submit either a completed wvOASIS Payroll Direct Deposit Form, to have funds deposited into an existing account, or a WV Pay Card Form, to request a state issued Pay Card for your payroll direct deposit. When electing to utilize an existing account, a voided check or a direct deposit form from the banking institution is also required. Both forms can be accessed at wvOASIS Direct Deposit Authorizations.
The ACA Affordable Care Act Notice is required to be signed notifying you of healthcare coverage.
The Confidentiality Agreement is also required to be signed.
If a student intends to work on-campus and they have not previously worked on-campus, they must compete the New Student Employee Hire process by completing the New Student Employee Form and submitting the appropriate student employment forms below to the Payroll Office. Students will not be permitted to work on-campus until approval is granted by the Payroll Office. Approval cannot be granted until all required employment forms are received by the Payroll Office. Upon approval, new student hires will be contacted by the position supervisor.
All student workers must read and sign the Student Employee Supplemental Form. Please return the signed form to the Payroll Office.
Student employees who are not legal residents of West Virginia or a bordering state (Virginia, Kentucky, Ohio, Pennsylvania and Maryland) are required to submit all of the following forms to the Payroll Office in order to be reviewed for approval to work on-campus. No work should be performed until approval is received from the Payroll Office as notified by the position supervisor.
- US Citizenship and Immigration Services Form I-9 is required to verify an individual’s eligibility to work in the United States. Original documents, as described on page four, must be presented. No photocopies, scans or other reproductions will be accepted.
- Internal Revenue Service Form W4 is required for federal income tax withholdings.
- State of WV Form IT/104, page one, is required for non-WV Residents for state income tax withholdings.
The State of WV requires all payroll to be processed via direct deposit. Please submit either a completed wvOASIS Payroll Direct Deposit Form, to have funds deposited into an existing account, or a WV Pay Card Form, to request a state issued Pay Card for your payroll direct deposit. When electing to utilize an existing account, a voided check or a direct deposit form from the banking institution is also required. Both forms can be accessed at wvOASIS Direct Deposit Authorizations.
The ACA Affordable Care Act Notice is required to be signed notifying you of healthcare coverage.
The Confidentiality Agreement is also required to be signed.
If a student intends to work on-campus and they have not previously worked on-campus, they must compete the New Student Employee Hire process by completing the New Student Employee Form and submitting the appropriate student employment forms below to the Payroll Office. Students will not be permitted to work on-campus until approval is granted by the Payroll Office. Approval cannot be granted until all required employment forms are received by the Payroll Office. Upon approval, new student hires will be contacted by the position supervisor.
All student workers must read and sign the Student Employee Supplemental Form. Please return the signed form to the Payroll Office.
Student employees who are not legal citizens of the United States are only permitted to work on-campus if they possess a valid work authorization. Students possessing a valid work authorization are required to submit all of the following forms to the Payroll Office in order to be reviewed for approval to work on-campus. No work should be performed until approval is received from the Payroll Office as notified by the position supervisor.
- US Citizenship and Immigration Services Form I-9 is required to verify an individual’s eligibility to work in the United States. Original documents, as described on page four, must be presented. No photocopies, scans or other reproductions will be accepted.
- Internal Revenue Service Form W4 is required for federal income tax withholdings.
- State of WV Form IT/104 is only required for WV Residents for state income tax withholdings.
The State of WV requires all payroll to be processed via direct deposit. Please submit either a completed wvOASIS Payroll Direct Deposit Form, to have funds deposited into an existing account, or a WV Pay Card Form, to request a state issued Pay Card for your payroll direct deposit. When electing to utilize an existing account, a voided check or a direct deposit form from the banking institution is also required. Both forms can be accessed at wvOASIS Direct Deposit Authorizations.
The Internal Revenue Service requires that international students, who wish to be considered for tax exemption, submit a completed Form 8233 each calendar year to the Payroll Office. Publication 901 contains country specific tax treaty details related to personnel services income and scholarship income earned in the United States. Tax treaties offer a reduced rate, or possibly a complete exemption, from United States income tax withholding for residents of certain countries. International students that do not wish to complete Form 8233 or are not eligible for a treaty exemption are required to review IRS Notice 1392.
The ACA Affordable Care Act Notice is required to be signed notifying you of healthcare coverage.
The Confidentiality Agreement is also required to be signed.
Concord University utilizes an electronic time clock system, Kronos, for all University employees. Once a student has been approved for on-campus employment, the Payroll Office will enter the student into Kronos system. Student employees are encouraged to create a wvOASIS account in order to view electronic timecards and to access paystubs and W2s. Students with additional duties on-campus, beyond their primary position, are required to maintain a separate time card for the additional duties. Additional duties require separate approval from the Payroll Office; and as with the primary position, students may NOT work until the position supervisor has received notification from the Payroll Office.
Concord University processes payrolls in accordance with the state payroll schedule. The schedule of the state pay periods may be found at wvOASIS Payroll Calendars.
New University faculty/staff employees should contact Human Resources for any concerns related to any initial employment paperwork.
