Student Employee Information
Please be sure to review and update your mailing in address in MyMadison under the "Employee" tab by January 9th, for W-2 purposes.
- For student employees, mailing address information must be updated under both the "Student" MyMadison tab and the "Employee" MyMadison tab.
- For inactive employees, you will no longer see the "Employee" tab or be able to update your HR/Payroll address on-line via MyMadison. Please email firstname.lastname@example.org with your name, former Employee ID Number and last 4 digits of your SSN, along with your new mailing information, if you need to make an address change.
Topics of Interest
Overtime Calculation Instructions
The provisions of the Fair Labor Standards Act (FLSA) cover all JMU employees. FLSA establishes rules for minimum wage, overtime pay, equal pay, child labor and recordkeeping; and, it defines exemptions from overtime pay regulations. Please refer to JMU Policy 1303 for more information regarding overtime and compensatory leave.
Overtime Calculation for Hourly Employees
Overtime is required to be paid when non-exempt employees physically work over 40 hours in a WEEK (not a pay period). Even though JMU pays semi-monthly, hourly pay periods 1st -15th and 16th-31st, overtime is calculated by the number of hours worked Sunday through Saturday, unless your work-week has been designated differently and approved by HR. Additionally, overtime is not contingent on the budgetary constraints of the department. If more than 40 hours are physically worked Sunday - Saturday, the non-exempt employee must receive overtime compensation accordingly.
It is the supervisor’s responsibility to ensure that hours are calculated and reported correctly. It is the timekeeper’s responsibility to double check and audit the timesheets before submitting the employee’s time to Payroll Services via JMU Time Entry.
For detailed instructions on how to calculate overtime for hourly employees, please reference Overtime Calculation Instructions for Hourly Employees.
Student Employment FICA Exemption - Updated: September 2008
The Internal Revenue Code imposes a tax on employers and employees referred to as the Federal Insurance Contributions Act (FICA). The Code, however, contains a number of exceptions to the FICA tax, one of which exempts services performed for a college or university by a "student who is enrolled and regularly attending classes" at the institution.
A student employee of James Madison University is eligible for this exemption if the following conditions are met:
The FICA exemption is eligible to the student employee who starts to work a month or less before the semester in which he/she is enrolled as a half-time student or more. The exemption is also available for the student employee who completes working for JMU within a month of the completion of the semester in which he/she was enrolled as a half-time student or more.
The FICA exemption is not eligible for a student employee during summer break if he/she is not enrolled at James Madison University on at least a half-time basis during the summer semester.
The FICA exemption does not apply to any other University break if that break extends more than five weeks in length.
A student employee status as half-time will be determined at the end of the drop-add period each semester.
If you have questions in regard to this Internal Revenue Code, contact Payroll Services at 540/568-6233.