| Scenario | Hourly rate | Hours/week | Weeks | Award cap | Estimated gross | Notes |
|---|---|---|---|---|---|---|
| Standard term | $15.50 | 12 | 16 | $3,000 | $2,976 | Stays within a typical cap. |
| Higher hours | $16.25 | 18 | 16 | $3,000 | $4,680 | Cap can limit payable earnings. |
| Overtime included | $14.75 | 15 + 3 OT | 14 | $3,500 | $3,569.50 | OT uses the multiplier rate. |
- Effective regular hours/week = Regular hours/week − (Unpaid break minutes/week ÷ 60)
- Regular pay = Hourly rate × Effective regular hours/week × Weeks
- Overtime pay = Hourly rate × Overtime multiplier × Overtime hours/week × Weeks
- Gross earnings = Regular pay + Overtime pay
- Capped gross = min(Gross earnings, Award cap) when enabled
- Estimated taxes = Capped gross × (Federal% + State/Local% + FICA%)
- Other deductions = Other deduction per paycheck × Pay periods
- Net pay = Capped gross − Estimated taxes − Other deductions
- Pay periods are estimated from frequency, unless overridden.
- Enter your hourly rate and weekly hours for the term.
- Add overtime hours and the multiplier if your job allows.
- Use start and end dates, or enter total weeks directly.
- Pick your pay frequency, or set manual pay periods.
- Enter the award cap if your funding has a limit.
- Optional: include withholding percentages and other deductions.
- Click Calculate Pay to view results above the form.
- Download CSV for spreadsheets, or PDF for sharing.
Typical Award Caps and Hour Targets
Work‑study awards often fall between 2,000 and 4,500 per term, so weekly hours must align with the cap. If a student earns 15.50 per hour over 16 weeks, every extra hour per week adds about 248 in gross pay. A 3,000 cap implies roughly 12.10 average hours weekly at 15.50, before overtime and breaks. The cap option highlights when planned earnings exceed allocated funds quickly.
Estimating Pay Periods for Student Payroll
Payroll calendars vary, but biweekly processing is common, producing about eight paychecks across a 16‑week term. The calculator estimates pay periods from your selected frequency, then lets you override with a manual count for summer sessions or mid‑term starts. Accurate pay periods matter because per‑paycheck deductions compound. For example, a 10 deduction applied over eight periods totals 80, while the same term over six periods totals 60 in net.
Withholding Inputs and Net Pay Planning
Withholding inputs help students anticipate take‑home pay without waiting for the first paycheck. Enter federal, state or local, and FICA percentages to estimate taxes on capped gross earnings. A combined 12% rate on 2,976 gross reduces pay by about 357.12, before other deductions. If a campus job is FICA‑exempt, set that rate to 0 and compare the higher net result. Use payroll stubs to refine rates each semester.
Overtime and Break Time Effects
Some departments permit overtime during peak events, while many student roles track unpaid breaks. This calculator subtracts break minutes from regular hours, protecting earnings estimates from inflated schedules. If a student logs 12 regular hours with 60 unpaid minutes, effective regular time becomes 11 hours. Overtime is valued at the multiplier, so 3 hours at 1.5× adds 4.5 base‑hour equivalents. Reviewing these inputs prevents cap overages and timecard surprises.
Budgeting Scenarios for Offices and Students
Advising offices can use scenario planning to balance academic load, staffing needs, and student finances. Start with a target net per paycheck, then adjust hours, weeks, or deductions until results fit. A student aiming for 300 net biweekly might need around 340 gross if total withholdings are 12% and other deductions are 10 per paycheck. Exporting CSV supports budget spreadsheets, while the PDF summary is useful for appointments and supervisor approvals early.
Does the calculator apply my award cap automatically?
Yes. If “Cap earnings at award limit” is checked and an award cap is greater than zero, payable gross is limited to the cap. Uncapped gross is still shown so you can see the difference.
How are weeks calculated when I enter dates?
When both dates are provided, the calculator counts the day range inclusively and rounds up to whole weeks. If dates are missing or reversed, it uses the Weeks worked fallback value.
What if my payroll is semi‑monthly but irregular?
Choose the closest frequency, then enter Manual pay periods to match your payroll calendar. This improves per‑paycheck net estimates because fixed deductions are multiplied by the pay‑period count.
Are the tax amounts official?
No. Withholding percentages are planning inputs only. Actual withholding depends on tax forms, exemptions, and local rules. Use recent pay stubs or payroll guidance to pick realistic rates.
How does unpaid break time change my pay?
Break minutes are converted to hours and subtracted from regular weekly hours. This lowers effective paid time and reduces gross and net totals, helping you avoid overstating expected earnings.
Can I share results with an office or supervisor?
Yes. Download CSV for spreadsheets or PDF for a clean summary. The exports include key inputs and results, which helps advisors confirm hours, caps, and deductions in one view.