Additional Resources
Rice Payment Reference Guide
The Rice Payment Reference Guide is a resource that should be used to identify the appropriate payment classification for all payments issued by the Controller’s Office. The payment classification is necessary to ensure compliance and correct treatment of the payment. Additional guidance is provided to indicate which office processes the payment and any tax withholding or reporting requirements.
Student Employment/Payment Periods
Student employment/payment periods are defined by the academic calendar and apply to all students paid on the bi-weekly pay cycle. Graduate research assistants, teaching assistants, and instructors of record follow these employment periods now that all students are paid bi-weekly. As of July 1, 2024, fellows also follow these payment periods and are paid bi-weekly.
Employment/payment periods begin with the first day of classes (the start of the applicable semester) and conclude with the official last day of the applicable semester. In some programs, students may participate in orientation or other boot camp activities before the first day of classes. Graduate programs may, at their discretion, begin a new cohort's pay early in these cases.
- The fall semester 2024 employment period is August 26, 2024 – December 17, 2024 (pay periods BW 19 2024 - BW 1 2025).
- The spring semester 2025 employment period is January 13, 2025 – May 6, 2025 (pay periods BW 3 - BW 11).
- The summer 2025 employment period is May 4, 2025 – August 15, 2025 (pay periods BW 11 - BW 18).
- The fall semester 2025 employment period is August 25, 2025 – December 16, 2025 (pay periods BW 19 2025 - BW 1 2026).
- The spring semester 2026 employment period is January 12, 2026 – May 5, 2026 (pay periods BW 3 - BW 11).
Please keep in mind:
Social Security and Medicare tax withholdings will apply if an employed student is not enrolled in a minimum of five credit hours (graduate students) or six credit hours (undergraduate students) by the end of the pay period. Students who are actively working over the summer before matriculation should be enrolled as an early matriculant.
International students may not work beyond their valid I-9 expiration date.
The following resources are provided to assist with iO actions:
HCMI Guide to Best Practices for iO Actions - guidance on hiring, maintaining and ending assignments, creating and terminating work relationships, and additional helpful resources
Salary Calculator- a tool to assist with calculating bi-weekly salary amounts for RA/TA/Instructors of Record assignments
Payroll Schedules - refer to the bi-weekly payroll dates for cutoff dates, pay dates, and HR deadlines
Student Researchers (Rice and Non-Rice Students)
Student Researchers are defined as follows:
Student Research Employees (SREs) are required to satisfy the Form I-9 requirement prior to the start of employment. SREs will report their hours worked through iO Web Clock or Time Card and receive pay on the bi-weekly (BW) payroll. Payments will be reportable on Form W-2 or Form 1042-S.
Student Research Trainees (SRTs) are not employees and will need to submit Form W-9 or Form W-8BEN through the iO Supplier Registration process or by email to suppliers@rice.edu. They will receive their payments from Payables through a non-standard disbursement (NSD). Payments will be reportable on Form 1099 or Form 1042-S, which may result in tax liability when SRTs file their tax returns.
Additional resources:
Employee or Trainee Matrix - guidance regarding whether a student researcher is classified as an employee or trainee)
Student Research Trainee (SRT) Guidance – guidance for departments to preserve non-employee status of the Student Research Trainee Program
Student Research Employee (SRE) Process – visual representation of the Student Research Employee (SRE) hiring process workflow
Student Research Trainee (SRT) Process – visual representation of the Student Research Trainee (SRT) payment process workflow
Visiting International Undergraduate Researcher – visual representation of the workflow process for bringing a visiting international undergraduate researcher to campus
Leaving Rice
After the last day of employment at Rice, individuals no longer have access to iO. Therefore, it is important for employees to complete all iO actions by the last day.
- Report all final hours worked (if non-exempt) on your iO Time Card and submit your Time Card no later than your last day so your Line Manager can approve it.
- Review your personal information (specifically your address and SSN) in iO and update it as necessary.
- Print or download payslips for your records. If you will receive your final pay from Rice after your last day, please submit a request to payroll@rice.edu if you would like for your final payslip to be mailed to your primary mailing address.
- Print or download W-2 forms.
- If you are paid in the current tax year, you will receive a W-2 from Rice in January of next year.
- If you have already consented to receive electronic W-2 forms, you will receive instructions for accessing your W-2 from ADP when your W-2 is available in January of next year.
- If there is no electronic consent submitted by you, you will have your W-2 mailed to your primary mailing address in January of next year.
More information is available in HR’s KnOWLedge Café under Exiting Rice.