For Payroll Coordinators: UROP Payroll Guidelines
This page details UROP guidelines to help you in your role as a departmental UROP Payroll Coordinator. Topics covered include:
- Payroll Basics
- International Students
- Wellesley Students
- UROP Accounts and UROP Account eDACCA certification
- Materials & Services Expenses
- Holiday Pay
Since UROP is an academic program, students must be approved in order to be activated as UROPs. The online UROP system provides you with access to approval and project related information in your DLC. We process proposals as quickly as possible, and encourage both students and staff to contact us if they are experiencing any delays.
Activation and Termination of UROP Appointments
UROP payroll is administered via the MIT Student Payroll System. All paid UROP students must be activated in the Student Payroll System using the Student Appointment section of Atlas. Approved paid UROPS must be activated in the system at the beginning of their UROP employment. UROP payroll data is sent to the Student Payroll System via nightly feed from the UROP system. The only fields that you may enter or edit for UROP appointments are:
- Position Title - Ensuring that the "Position Title" is descriptive is most helpful, as a student may have more than one UROP or student employment position on campus.
- Position Description
- Cost distribution - Only editable for faculty/dept. funded projects
- Planned Hours per Week - Please record as close to the actual planned work hours as possible, especially for international students, who are limited to work no more than 20 hours per week for all positions combined.
- Time Group - It is suggested that UROPs be put into a Department. Lab or Center "UROP" Time group. If a UROP time group has not been set up in your DLC, you may wish to contact your department's payroll administrator to set one up for use with all UROPs.
- Comments - optional
- CC Addresses - optional
Term start and end dates are determined based on the term of UROP approval and this information automatically appears in SAP. You can only change start and end dates to begin later than or end earlier than the given term date range. UROP appointments cannot begin prior to the start of the term or extend beyond the end date for the approved UROP term.
Refer to the online instructions on the VPF site at: http://vpf.mit.edu/set-up-an-hourly-student-appointment.
The minimum hourly amount a UROP student may be paid is $11.00, which is also the UROP direct funding hourly amount. UROP students paid from any source may not be paid less than $11.00 per hour. The direct funding hourly rate and UROP minimum hourly rate will be increasing to $11.50 per hour on June 1, 2017.
Due to MIT policy based on regulations regarding overhead, you are not allowed to mix education funds (e.g. UROP funds) with sponsored research funds. If UROP has agreed to fund a student for a given term, a faculty member may not supplement this income with funds from his/her research account.
The wage/materials and services amounts listed for approved UROPs are the maximum amounts that students can earn. When wages are charged against sponsored-research funds, indirect costs are also charged (e.g. standard MIT overhead). Please be sure to charge approved student wages and awarded materials and services funds to the account number indicated on their approved application.
For faculty funded UROPs, it takes about 2-3 business days following receipt of a completed UROP application for UROP staff to approve applications. Funding decisions for those requesting UROP direct funding are generally released within approximately 2 weeks of the direct funding deadline after all requests have been evaluated.
The approval process may take longer if there are delays in faculty or departmental approval or if required information is missing. Students receive email from UROP staff if an application is incomplete.
International students are restricted in the number of hours that may be worked during any given week. During the fall and spring international students are limited to 20 hours per week and during IAP and the summer, 40 hours per week. Now that UROP students are appointed through SAP and audits monitor student worked hours, it is more important than ever to record as close to the actual planned work hours per week as possible, especially for international students who are limited to work no more than 20 hours per week for all positions combined.
Please consult the International Students Office (ISO) for questions related to paying international students.
Wellesley students are not eligible for direct support from UROP. However, supervisor funding is allowed if the faculty supervisor agrees. For Wellesley students, since they need to cross-register each term a hard-copy proposal and coversheet are required. Wellesley students should be directed to the Wellesley College Student Guidelines for complete information on applying for UROPs.
In addition, Wellesley students must cross-register for one unit of Wellesley Paid UROP (URW) credit in the faculty supervisor's academic department, using an MIT Cross-Registration Form. Students must have the Wellesley Cross-Registration form and the MIT Registration form on file with UROP before being approved.
To insure that students are submitting hours authorized by the faculty supervisor, it may help to have students fill out online timesheets, but then print them for their faculty or direct supervisor to approve and sign.
Only those individuals authorized by the DLC can sign/approve timesheets. Generally, UROP supervisors are expected to approve timesheets. Please note that departments, not UROP staff, are responsible for ensuring that worked hours on timesheets are approved by the appropriate UROP supervisor. All approval emails inform students about weekly timesheet submissions. Hours should be tracked to ensure that students do not go over their allotted stipends.
Students must be paid for all approved work hours, even if this includes "premium" overtime hours. However, if a student is directly funded by UROP (Direct Funding), please alert UROP staff should this occur.
New UROP child accounts are issued to each DLC at the beginning of every academic year. All students funded directly by UROP during a given academic year and/or subsequent summer are charged to this new account. Please contact UROP staff at x3-7306 or email email@example.com if you have any questions about your department's UROP account.
Each quarter UROP payroll coordinators (or a specified departmental colleague) are responsible for certifying the quarterly eDACCA for their department's UROP account. UROP staff will send email reminders regarding the need to certify and will certify accounts by proxy and mail you a paper DACCA for certification, should any account remain uncertified on the stated certification deadline. If you have any questions or concerns regarding the eDACCA certification process or items that you see on your eDACCA, please contact UROP staff, ASAP.
IMPORTANT NOTE: UROP-funded student wages/materials and services changes must be charged to your department's UROP account before the account end date, which is provided each year when we send you the new account number, in order to be eligible for UROP funding. Charges processed after the termination date of the account become the responsibility of your department.
- UROP Funding. Work beyond 40 hours is automatically paid as overtime. UROP student should work no more than 40 hours per week as UROP does not have a budget to support premium wages (e.g. overtime hours). Students funded by UROP should not work more than a total of 40 hours a week during the summer. If a student submits a signed/approved timesheet that exceeds 40 hours, the timesheet should be processed, as labor law mandates that employees must be paid for all approved worked hours. However, should you encounter UROP-funded students charging overtime hours, please alert UROP staff, ASAP.
- Supervisor Funding. If a student holds a single supervisor-funded position and that supervisor approves overtime in advance, it is acceptable. Again, should a student submit a signed/approved timesheet that exceeds 40 hours, the timesheet should be processed.
- More than one UROP. If a student holds more than one paid UROP or other MIT position paid through student payroll, then aggregate hours in excess of 40 are paid at time and a half. For instance, if a student has a summer UROP at 40 hours a week and another campus job at 10 hours a week, the student will earn 10 hours of overtime; depending on when payroll is processed, these overtime hours may be charged to either "employer." Therefore, students already working full-time on a direct funded UROP should be discouraged from accepting additional on-campus pay positions (additional UROPs or other jobs), as UROP is not budgeted to pay overtime hours. Supervisors who are funding UROP students should be informed if their summer UROPs are working other jobs.
Occasionally, UROP will allot money to students for materials and services purchases. These purchases can be made a few ways:
- Reimbursement. A student may make these purchases up front and then approach the payroll coordinator for a reimbursement. Must be approved by UROP Staff.
- Purchase Order. A payroll coordinator may set up a PO against the UROP account. Must be approved by UROP Staff.
- Check. If the exact amount of the purchase is known in advance and the student is prepared to wait, the payroll coordinator may submit a "request for payment" to CAO, requesting a check made payable to the appropriate party. Must be approved by UROP Staff.
Students are usually paid for July 4 and Labor Day, if they are working as full time UROPs (35+ hours/week) during the summer. They are not paid for other holidays because they occur during the semester when students work part-time. If a student normally works 35 hrs/wk, s/he must work at least 28 hours the week of the holiday and the full 35 hours the week before in order to be paid for the holiday. Similarly, full-time UROPs who are called away from campus for jury duty should be paid for their time according to MIT payroll guidelines.
For all UROP related questions, please feel free to contact UROP Staff at x3-7306 or firstname.lastname@example.org.
For questions regarding activation, terminations and student payroll policies, please contact the following offices:
- Student Employment Policies: For questions about student employment policies, please email/call the Student Employment staff: email@example.com or x8-8600.
- HR-Payroll/Student Payroll Office: For questions regarding student payments or the student payroll system, NE49-4000, firstname.lastname@example.org, http://vpf.mit.edu/payroll.