Student Employees

Before Starting Work

The student employees must have valid contracts, and complete the paperwork that is required by Human Resources Department, before they start working at DigiPen.  Check with your supervisor or the administration front desk for the complete details.

Form W-4

A new employee is required to submit a Form W-4 (“Employee’s Withholding Allowance Certificate”) to DigiPen Human Resources Department.
If no W-4 was submitted or a W-4 was invalid, taxes will be withheld at the highest rate (i.e. single with no allowance) per the IRS guidelines.
An employee may update his or her tax withholding status at any time by submitting a new W-4.
Note: Neither Payroll nor Human Resources Department gives tax advice.

Form W-2

If you were employed by DigiPen during a calendar year, you receive a Form W-2 (“Wage and Tax Statement”) for federal income tax return by mail by the end of the following January.
An employee is responsible to keep his or her address current with Human Resources

Employee's Address for Payroll

An employee should check the address that was printed on his or her paycheck from time to time. That is the address where a W-2 will be mailed to in January. The paychecks and stubs that were not picked up on campus may also be put in mail.
An employee can update his or her address by emailing to either Human Resources Department (smeighan[at]digipen[dot]edu) or Payroll Desk (ytaber[at]digipen[dot]edu).
Note: Updating the address in your student profile inside SRS has NO effect in your employee profile.

Employee's Address After Termination

Employees who leave their jobs before December are encouraged to check in with the payroll desk (ytaber[at]digipen[dot]edu) before the end of the year, to ensure that W-2s are delivered to the correct addresses in January.

Employee profiles, including the address for payroll, are not linked to the student profiles recorded in SRS.  Changing your permanent/local/billing addresses in SRS does not affect your payroll address.

Pay Day

An employee is paid monthly on the last weekday of the month that is not a banking holiday, provided he or she has recorded hours on time card for the pay period.

Direct Deposit

For safe and timely delivery of your paycheck, employees are encouraged to sign up for Direct Deposit service. Download the Direct Deposit sign-up form.

The sign-up form may be dropped off at the administration front desk or in the Accounting Department. The deadline to sign up for or make a change to the service is seven DigiPen business days prior to pay day.

Missing a Paycheck?

If an employee recorded hours on time card but did not receive a paycheck, an inquiry should be sent to Human Resources Department (smeighan[at]digipen[dot]edu) immediately.
If an employee received a paycheck but lost or destroyed the check, please contact Payroll Desk (ytaber[at]digipen[dot]edu).