Paychecks/direct deposits are issued on a bi-weekly basis for all employees of the College and are received by the employee on the Friday afternoon of pay weeks.
If a payday falls on a holiday, employees will receive payments on the last working day of the week. For a schedule of pay dates and deadlines, please see the Payroll Calendar.
Employees who do not have direct deposit set up will receive their wages via physical check in the mail. Students with an active campus mailbox should not need to take any action for their checks to be delivered to their campus mailbox as the information it automatically integrated from Banner to Oracle.
Students who do not have an active campus mailbox will need to report their new mailing address to their Deans Office. Once an address is updated it should integrate from Banner to Oracle.
Students can have their net pay directly deposited into a checking or savings account at any financial institution in the United States. Direct deposit information can be accessed online through Oracle. This allows you to add, view or update your direct deposit information for Payroll deposits. The Payroll office pre-notes all direct deposit requests. Pre-noting is an electronic test to the financial institution to verify the transit-ABA #, account #, and name on the account. Payroll will notify you if the banking information you entered will not be accepted by the Bank. The pre-note process may take at least one pay cycle for verification and to become effective. During this process, a check is rendered and will be delivered to your campus mailbox.
The National Bank of Middlebury has two ATM’s located on campus for students with accounts through them to use.
How Do I Enter Hours in Oracle?
See this helpful training module on time entry in Oracle. Be sure to watch the video for student employees.
All timecards must be submitted (saving your timecard is different than submitting it) and approved by 3 p.m. Monday (or earlier if requested by your supervisor) following the close of the pay period in order to be included in the next paycheck. If you feel your check may be inaccurate, first verify that your time was submitted accurately and on time. Questions regarding rate of pay, title of position can be directed to SEO. Taxes, or direct deposit questions should be directed to the Payroll.
Reporting time accurately is critical. It is the responsibility of the student employee to report his/her time, and the responsibility of the supervisor to verify and approve the time. Falsification of a time record is a terminable offense as is the knowing approval of a false timesheet.
What if I forgot, or was unable, to submit hours? How do I submit Retro pay?
You are able to correct or create timecards up to 14 days after the pay period ends in order to be compensated accurately. This may be necessary if you forget to enter time for a position or inaccurately recorded your previous hours. Your correction will be reflected in your next paycheck, per Middlebury payroll processing schedule.
If you need to create or correct a timecard for a pay period more than 14 days in the past, please complete this form.
Pay for single events or work that is all within a single pay period and under $300 can be submitted via the one-time payment form, to be completed by your supervisor.
Some examples include Crowd Manager, Musician and Van Driver. If work is more than one time please contact the staffing team in HR to create an hourly position that is tracked via time card entry. Temporary pay does not allow for hours to be tracked for federal work study and do not count towards the annual wage increase.
Payments are issued during the regular payroll process. Requests received on or after the Thursday before a pay period ends will be processed for the following pay period.
Students must complete an I-9 and tax documents via Oracle in order to be compensated.
Link to EDORDA Chart of Accounts
The hourly rate cannot be less than the Level A base rate (minimum wage)
Van Drivers- Level B on the Student Wage Scale
Crowd Managers- Level C on the Student Wage Scale
Photographer- Determined by the supervisor using the Student Wage Scale
Videographer- Determined by the supervisor using the Student Wage Scale
DJ/Musicians- $25 per hour( per musician)