Student Employment on Campus

Placement of Students

For the first two weeks of the academic year, students awarded work-study as part of their financial aid package must receive first priority in hiring. After the first two weeks, preference should continue to be given to work-study eligible students, but we understand that some positions require specialized skills.

The Financial Aid Office provides guidance for first year students in locating campus employment. If you find yourself in need of student help during the course of the year, we recommend that you post the job on the web by going to My Hamilton in the Communities Channel and selecting the Student Job Postings link. (Instructions)

Student Wage Rates

Student wage guidelines have been established to reflect the skills required for specific positions, with flexibility to reward those with experience or special skills.  Questions about the placement of positions or appropriate hourly rates should be reviewed with Human Resources, ext. 4688. 

Student Payroll

In order for a student to be paid, a separate Employment Authorization form must be completed for each job the student has.  In addition, if the student has not been employed by the College at any time, or it has been more than a year since they were last employed, he/she must also complete the required payroll forms.  The authorization form and payroll forms are available at the links below, from the supervisor or from the Payroll Office, ext. 4316.

All authorization forms and necessary payroll forms should be completed and submitted to Human Resources no later than the first day of a student's employment. In order for a student to be paid in a timely manner, time sheets are to be submitted to Payroll by the dates listed on the Student Employment Calendar.

Supervisors: The Student Worker Hiring Process form is a checklist to verify the appropriate form(s) are completed and submitted.

Students: Please refer to the Student Employment Process to explain the forms and documents required for employment. This will also assist in verifying that the appropriate form(s) are completed and submitted.

In addition, the following procedures/policies should be noted:

1. It is essential that the information submitted on all forms be accurate and complete. Incomplete or missing forms will result in the entire packet being returned to the supervisor for completion and may delay timely payment of wages earned;
2. Review the instructions for completing the I-9-Employment Eligibility Verification form. Copies of the documents entered on the completed form must be attached;
3. All rate changes should be submitted on a new Employment Authorization form;
4. Please be sure to record the budget line and hourly rate on all time sheets. Many students have several positions and the correct budget line must correspond with the position in order to be charged appropriately.

The following forms must be completed and submitted:

Release of Information Authorization Form (not required for current Hamilton Students or employees.) Required for all individuals who are non-Hamilton students who have not previously been employed by the College or have had a break in their employment with the College. 

Employment Authorization Form (one form per job);

Federal Tax Withholding Form W-4 (required);

State Tax Withholding Form IT-2104 (required-all student employees must complete this form in order to work, earn and report wages in New York State);

I-9 (Employment Eligibility Verification) and Instructions (please include copies of documents);
 
Direct Deposit Form;

Contact Human Resources, ext. 4302 or 4688, with any questions regarding these forms and/or procedures.

Students are paid bi-weekly during the academic year and weekly during the summer. Time Sheets are due on Wednesdays during the academic year and Mondays during the summer.  See the Student Employment Calendar for more information or contact the Payroll Office, ext. 4316.

Policy Guidelines

Conflicts of Interest

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