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Student Payroll

Student payroll is processed using Time and Labor in TrinCore (Oracle).

This page provides the steps student supervisors and student workers need to follow to ensure student payroll is processed accurately and on time.

Student Employer

To hire a student to worker for your department, you must upload your completed authorization form to the authorization upload link.

The authorization has been broken down into four tabs at the bottom of the sheet, click on the tab for the type of worker you are hiring:

  • New Campus Worker – Never worked on campus before
  • Department Reactivation – Worked for your department in a previous semester
  • Existing Campus Worker – Worked on campus, but not for your department
  • Revised Hire Authorization – For any changes made after the initial hire

Save a copy of the authorization for your records and upload it to the link above.

Please note: If the student you are hiring has never worked on campus or has not completed the required payroll paperwork, they cannot be scheduled to work until all required paperwork is completed. If the Payroll Office receives an authorization for a student whose required paperwork is missing or incomplete, the student will not be set up in TrinCore until the paperwork is received.

Student Payroll Authorization Form

Steps to Hire Your Student

  1. Have you worked on campus before (not Peter B’s or the Bookstore)?
    1. No = New Campus Worker
    2. Yes, for this department = Department Reactivation
    3. Yes, a different department at Trinity College = Existing Campus Worker
    4. Pay Rate / Account Number / Supervisor Change = Revised Hire Authorization
  2. Do you have a work study award?
  3. What is your legal name (for the authorization)?
  4. Please show me your Trinity College ID Card (use this to write down their ID#)?
  • Legal name—DO NOT USE PREFERRED NAME—Paychecks are legal documents
  • College ID number—Located on the student’s Trinity College ID
  • Work Study Status—If the student does not know, please ask Financial Aid
  • Student Start Date—The first day the student works
  • Position—This is a drop-down menu of every known student employer on campus
  • Pay Rate—These are the current approved pay rates
  • Operating Budget Account Number Override—ONLY use if the student is not being charged to your Cost Center.
  • Timecard Supervisor Name—This should be the person responsible for approving the timecard on a biweekly basis.
  • Timecard Supervisor ID#—Located on the supervisor’s Trinity College ID

Upload the completed Payroll Authorization Form to Payroll via the form upload link.

Authorization deadline for current pay period: Authorization forms received by Thursday, prior to the end of the pay period will be processed with the current pay period.

Instructions for Timecard Entry and Approval

Tips and Tricks

Timecards not approved by the deadline (see student pay period calendar), unless otherwise communicated, may result in delayed payments to students. Please ensure that your student(s) have submitted their timecards in a timely manner. Timecards should be submitted after their last shift of the pay period.

  • You can visit My Team–Time Cards, to view the time entered by your student workers.
  • Remember to adjust your date range to see any current and past timecards, if necessary.
  • Remind students that hours should be entered on the actual day worked.
  • Do not allow students to include hours from a previous pay period on the current timecard.
  • You can review hours worked in your area by reviewing the notification sent by TrinCore.
  • If you are receiving an email for a student worker, you are listed as their supervisor.
  • The top of the notification will list their primary assignment information, but if you are receiving the notification, there are hours entered for your department.

Pending approval means you have approved the hours worked for your department, but another supervisor listed on the timecard has not yet approved. Students will not be paid for their timecard until all supervisors have submitted their approvals.

Student Worker

Student Employment Process

  • Students can search for and apply for campus jobs via Handshake which is maintained by Career and Life Design.
  • Once an offer of employment is made by the department, the student must complete the following forms BEFORE they begin to work: I-9, W4, CT W4, and Direct Deposit.
    • Please visit the Payroll Office with the completed forms.
    • Do not scan/email to our office. The I-9 must be verified in person.
  • After your department submits a Student Payroll Authorization, the Payroll Office enters this information into TrinCore and your assignment is activated.
  • Students enter time worked through TrinCore: TrinCore Sign On
  • TrinCore Timecard Entry Guide: Staff / Student Timecard Entry Demo
  • Students are expected to record hours accurately and meet pay period deadlines listed on the student calendar.

Required Forms

  • I-9 Form: After completing Section 1, you will sign and date the form.  Please visit the Payroll Office to complete Section 2 – verification of the required identification. The Payroll Office is located in Trinity Commons, room 201.
    • Be sure to bring your completed and signed forms, along with the required identification listed on page 2 of Form I-9.  This would either be one item from List A or one item each from both List B AND List C together.
    • International students, please bring your passport and speak with someone in OISS about obtaining a social security card.  If you plan to work during the summer, contact the Payroll Office about your non-resident status and speak with one of our team about your FICA withholding.
  • 2026 W4: Complete page 1 to the signature line.
  • 2026 CT W4: Complete page 1 to the signature line.
  • Direct Deposit Form: Please use your banking information to complete this page.  Note: the number on your credit card/debit card is NOT your bank account number.

Once the initial onboarding forms are completed, you can maintain your tax withholding and personal payment method in TrinCore. If you need help navigating the system, please give us a call at ext. 2033 or ext. 2034.