Student Employee Pay Policy [Effective 1/1/2026]

This policy ensures students are paid in accordance with applicable federal, state, and institutional regulations and establishes consistent standards for all student employment programs administered by Rhode Island School of Design (“RISD”). This policy establishes the framework for administering all student employment activity—whether funded through Federal Work-Study, departmentally funded, or graduate assistantships—to ensure equitable, timely, and accurate compensation for all student employees.

This policy applies to all RISD students and all RISD faculty and staff.

It governs the hiring, compensation, supervision, and management of all RISD-funded or RISD-administered student employment, including Federal Work-Study, graduate assistantships, hourly student positions, and off-campus community service roles administered through the Student Employment Office.

• Student Supervisor: A RISD employee responsible for supervising student workers and ensuring compliance with all institutional and legal employment requirements. This includes verifying onboarding before work begins, monitoring schedules, reviewing and approving time by deadlines, and maintaining a fair, educational work environment.
• Student Employment: The institutional framework through which eligible RISD students engage in part-time, paid work opportunities during the academic year or summer term. Student employment includes both on-campus positions and off-campus Federal Work-Study placements, and is governed by federal, state, and institutional regulations. The Student Employment Office is responsible for policy oversight, hiring compliance and document retention, wage structure, and support for both students and supervisors throughout the employment process.
• Payroll Office: The Payroll Office is responsible for the accurate and timely disbursement of student wages, ensuring all payments comply with federal and state labor and tax regulations. Payroll verifies pay data submitted through Workday, withholds and remits taxes as required, issues year-end tax forms (W-2 and 1042-S), and maintains payroll records in accordance with RISD retention policies. Payroll also partners with the Student Employment Office to reconcile retroactive pay, monitor compliance with pay schedules, and support institutional reporting requirements.
• Student Employee: A domestic or international student hired by RISD in a paid role (hourly or fixed total compensation). For-credit internships and positions exempt from wage protections under Department of Labor guidance (e.g., Resident Assistants) are excluded.
• Graduate Assistantship: A student employment appointment providing fixed total compensation for academic, teaching, or research support. Graduate assistantships follow a salary-like pay schedule and are classified as exempt positions under FLSA.
• Non-Exempt Employee: Hourly workers who must be paid for all hours worked and are eligible for overtime pay, as defined by the Fair Labor Standards Act (FLSA) and applicable state law.
• W-2 Form: An IRS form issued annually to employees that reports taxable wages and tax withholdings for U.S. income tax filing.
• W-4 Form: A federal tax form completed by employees to determine the amount of income tax to withhold from their paychecks.
• RI W-4 Form: A state tax form required by the Rhode Island Division of Taxation and completed by all employees—including student employees—to determine the amount of Rhode Island state income tax to withhold from their paychecks.
• Federal Form I-9: A federal form used to verify the identity and employment eligibility of individuals hired for employment in the United States.
• 1042-S Form: A year-end tax form issued to students on an F1 or J1 Visa that reports income.
• Federal Work Study (“FWS”): A federally funded financial aid program that provides part-time employment opportunities for eligible students with financial need. FWS wages are typically paid through a 75% federal / 25% institutional funding split, as outlined in the Federal Student Aid Handbook. Students must have a valid FWS award in their financial aid package, and all employment, time entry, and payroll practices must comply with Title IV regulations and RISD Student Employment policies.
• Departmentally Funded (Institutional Employment): An on-campus student employment program funded entirely by RISD departmental budgets rather than federal aid. Department-funded positions follow the same hiring, onboarding, and payroll procedures as other student jobs but are not tied to financial aid eligibility. Wages and hours are paid fully by the hiring department’s cost center.
• Timely Payments: The issuance of wages to student employees in accordance with RISD’s established payroll deadlines. Timely payment is required by federal and state labor laws, including the Fair Labor Standards Act (FLSA), which mandates that non-exempt employees be compensated promptly for all hours worked. For positions funded through the Federal Work-Study (FWS) Program, timely payment is also a condition of compliance under Title IV regulations, which require institutions to pay students at least once per month for work performed. Failure to meet these deadlines may result in payroll noncompliance and, for FWS positions, potential audit findings or federal funding risk.
• Late Time Submission: A payroll mechanism used to capture and pay hours worked in a prior pay period that were not submitted or approved by the published payroll deadline.

RISD requires that all student employment practices comply with applicable federal, state, and institutional labor and tax regulations, including the Fair Labor Standards Act (FLSA), the Rhode Island Pay Equity Act, and Title IV Federal Work-Study program requirements.

This policy governs all forms of on-campus student work, including Federal Work-Study, graduate assistantships, and institutionally funded positions. The policy also extends to off-campus community service placements administered through RISD’s Student Employment Office.

All members of the campus community involved in student hiring, supervision, or payroll processing are required to:

• Adhere to published institutional pay structures and classification standards.
• Ensure that no student begins work prior to completing all onboarding and employment authorization requirements.
• Submit and approve hours worked in accordance with payroll deadlines.

Pay Equity: Rhode Island School of Design is committed to maintaining equitable and transparent pay practices for all student employees in accordance with the Rhode Island Pay Equity Act and applicable federal law.

To ensure pay equity across departments and funding sources:

• All student positions are assigned to a standardized pay level within the institutional student wage structure, based on the position’s required skills, responsibilities, and level of supervision.
• Each position must have a baseline job description that clearly defines essential duties, skill requirements, and supervision level. The Student Employment Office uses these descriptions to evaluate comparable work and ensure equitable placement within the pay structure.
• Pay levels are established and reviewed annually by the Student Employment Office, in coordination with Human Resources and Payroll, to ensure consistency with minimum-wage law, market standards, and equity across similar positions.
• Departments may not independently set pay rates outside of the approved wage structure.
• Departments seeking new or revised student positions must submit job descriptions for pay-level review by the Student Employment Office prior to posting or hiring through either Artworks or by emailing the Student Employment Office.
• Supervisors and departments are responsible for ensuring that all hiring, scheduling, and performance management decisions are made without regard to gender, race, national origin, citizenship status, or any other protected category. All student employment practices must uphold RISD’s institutional commitment to fairness, transparency, and compliance with applicable federal and state laws.
• Compensation decisions for student employees are not determined at the departmental level. All student positions are assigned to a standardized pay level within the institutional student wage structure, as established by the Student Employment Office and approved through institutional processes. Departments must adhere to this structure to maintain pay equity and consistency across all student employment programs.

Eligibility to Work: To ensure compliance with federal, state, and institutional regulations, all students must complete required onboarding and payroll forms—including the Federal Form I-9 and any additional documentation specified by the Student Employment Office—not later than their first day of employment.

Supervisors are responsible for verifying with the Student Employment Office that students have completed all required steps by their first day of employment. Students may not begin working before completing section 1 of the I-9, as doing so creates serious compliance risks for both the institution and the student.

For international students, unauthorized early work could also jeopardize visa status and result in immigration consequences. Students who fail to complete the I-9 process in a timely manner will not be permitted to continue in their employment.

Other Examples of Ineligible Student Employment Scenarios

• A student works June–July but is approved for a Leave of Absence beginning in September (ineligible for summer work).
• A graduate student completes their degree in May but continues to work on campus after the office conferral date, as determined by the Office of the Registrar.
• A student withdraws mid-semester but continues to submit time cards after their withdrawal date.

Prohibited Forms of Payment: All student compensation must be processed exclusively through RISD’s payroll system to ensure compliance with federal and state labor laws, tax regulations, and institutional policy.

Under no circumstances may departments, faculty, or supervisors provide compensation through alternative means—including but not limited to gift cards, cash, RISD Bucks, food, merchandise, or event tickets—as a substitute for proper payroll. Such practices are strictly prohibited and may result in compliance violations, audit findings, or financial penalties for the College.

Supervisors are responsible for following established Student Employment procedures to confirm that students have been properly hired, onboarded, and authorized to work before assigning any tasks. Supervisors can review detailed guidance on their responsibilities, including how to confirm onboarding and payroll readiness, at the Supervisor Responsibilities webpage.

If a student is performing work, they must be hired, onboarded, and paid through payroll—no exceptions. Creative workarounds, even when well-intentioned, create risk for both the student and the College.

Students may not volunteer for tasks that would normally be paid work or that fall within the scope of their on-campus job.

Late Time Submission: Late time submission is an exception process used only in rare, legitimate administrative circumstances. Departments are required to submit a brief written explanation when reporting late hours through the approved Late Time Reporting Form. Frequent use of Late Time Reporting may indicate workflow or compliance issues and will be reviewed by the Student Employment Office for follow-up with the department.

Overpayment: If a student receives payment for hours not actually worked, for work performed after their employment eligibility has ended, or due to an administrative or reporting error, this constitutes an overpayment and must be corrected promptly.

RISD reserves the right to recover any overpayment through one or more of the following methods:

• Payroll Adjustment: Applied to future wages, if applicable.
• Direct Repayment: Issuance of an invoice requiring repayment to the institution.
• Financial Aid Adjustment: If Federal Work-Study funds were used, recalculation and correction in accordance with Title IV regulations.

The Student Employment Office and Payroll Office will coordinate to identify, document, and resolve overpayments in compliance with institutional and federal requirements. Supervisors may be contacted to verify timesheets, confirm a student’s final day of work, or provide documentation related to the overpayment.

Failure to repay an outstanding balance may result in a hold on the student’s account, delay of transcript release, or other actions consistent with institutional policy and this policy’s sanction section.

Institutional Responsibilities: RISD Payroll is responsible for issuing W-2 and 1042-S forms, applying correct withholdings, and maintaining compliance with IRS reporting deadlines. Payroll supports students by ensuring accurate data flow between Workday and the designated tax-treaty system, but does not provide individual filing assistance.

RISD Sick Time: Student employees accrue and use paid sick time in accordance with the RISD's Sick Time Policy and applicable state law. All sick time for student workers must be recorded and approved through the payroll system (Workday) following institutional procedures. Supervisors must review and approve sick time entries as part of the regular timecard approval process each pay period.

Federal Work-Study (FWS) Employees: In compliance with federal regulations, FWS funds may only be used to pay wages for hours actually worked. Sick time taken by students employed under the Federal Work-Study program must be paid entirely from institutional (non-federal) funds.

Holiday Pay: Student employees are not covered under the College’s staff Holiday Pay Policy, and there is no overtime pay for work performed on College holidays unless otherwise required by law. Students who work on holidays will receive their regular hourly pay rate. Supervisors may adjust work schedules to accommodate holiday closures or reduced operations, but may not offer compensatory time or alternative forms of payment.

Mandatory Reporting: Student employees are mandatory reporters under Nondiscrimination Policy & Procedures and are required to share any disclosures or concerns related to discrimination, harassment, or sexual misconduct with the Office of Equity & Compliance. Supervisors should ensure student employees receive appropriate training and understand their reporting obligations.

Visit the Student Employment website for hiring, onboarding, and pay details, including but not limited to the procedures below:

Student Employees

• Student employee responsibilities (i.e., I-9 documentation, payroll procedures)
• International student employment procedures
• Pay and benefits (i.e., sick time, payroll schedule)
• Leaves of absence
• Graduating students

Student Supervisors

• Supervision (i.e., communication, work schedules)
• Payroll and time entry approval
• Leaves of absence

Policy Sanctions

RISD reserves the right to review alleged violations of this policy in conjunction with other appropriate offices and under other applicable College policies, procedures, and collective bargaining agreements, including but not limited to those listed under Related Policies. Failure to comply with this policy and other Related Policies is subject to disciplinary action and sanctions per applicable disciplinary procedures.

Violation of this policy may result in actions, including, but not limited to, suspension of the supervisor's hiring privileges, removal of the student employee from the work schedule, termination of the student employee's position, repayment of any wages obtained fraudulently, or ineligibility for future student employment opportunities.

• Exempt and Nonexempt Pay Policy
• Sick Time Policy
• Employment Eligibility
• Nondiscrimination Policy & Procedures

This policy was created on: 10/18/2022

This policy was last reviewed/modified on: 12/22/2025

Next scheduled review: 12/22/2027

Issuing Office

Student Employment Office

Responsible Officer

Vice President, Enrollment Management

Individuals/offices required for review and changes

Director, Student Employment

Payroll Director

General Counsel

Studnet Financial Aid Office

Human Resource