1:
Who can work?
A:
All students are eligible for all on campus jobs, regardless of their financial status. Students apply for on campus positions throughout the year. Each fall, the first week of class is reserved for students receiving financial aid. Only those students can apply for open positions. After the first week all students can apply. Financial aid status is not relevant when rehiring students or hiring students for research assistant positions.
International students (non-resident aliens) may not work off-campus unless they have applied for and received work authorization from the United States government. (An F-1 visa does not give work authorization.) Off campus work study positions are available only to U.S. citizens on financial aid with a work study component.
2:
What are the required forms for employment?
A:
All students are required to complete both an I-9 Employment Eligibility Verification form and a W-4 federal tax withholding form in the Student Employment Office. Some International students will complete an 8233 form through the Windstar FNIS online program.
Click
here to see a complete list of acceptable documents (mandated by the Department of Homeland Security) necessary to complete the I9 form. Please bring these documents with you when you come to the Student Employment Office.
3:
How do I find a job?
A:
It is the student's responsibility to secure a job. All available on and off campus jobs will be posted on this web site on the
Job Opportunities page. Postings for the Fall term will be available on the Sunday prior to the first day of classes. Students that receive financial aid are allowed to apply during the first week of class. Other students can begin applying the following Monday. The website will be updated throughout the academic year and will advertise jobs in three categories: on campus, off campus and off campus work study.
All students are eligible for on campus jobs, international students (non-resident aliens) may work only on campus, and off-campus work study positions are available only to U.S. citizens on financial aid with a work study component. Hiring practices vary (interviews, applications, etc.), and are at the discretion of the supervisor.
4:
I found a job! Now what?
A:
Make sure that you have completed your W-4 Tax withholding and I9 Employment Eligibility forms at the Student Employment Office. Next, your supervisor needs to complete and submit a Payroll Authorization Form (PAF)to Student Employment.
5:
What is a Payroll Authorization Form (PAF)?
A:
Once a student has been hired for an ongoing position, a Payroll Authorization Form (PAF) must be completed by the hiring supervisor and submitted to the Student Employment Office for each student working in an ongoing capacity. Once the form is received, the information is entered into Banner, and the job will appear on the student's time entry Banner Web page. PAFs are available in the Student Employment Office.
Students hired for temporary positions would need to complete a temporary pay card. This card is signed by the student and hiring supervisor and submitted to student employment for payment.
6:
How are Students Paid?
A:
Once the
I-9 and W-4 Forms are completed and the
Payroll Authorization Forms has been submitted, a student is ready to report their hours worked. Most positions on campus use the BannerWeb Time Entry method to report hours. Please go to this link for the
BannerWeb Time Entry Quick Reference for Student Employees for instructions on how to access and enter time on this website. Please go to this link if you would like to log into
BannerWeb directly. Remember: do not submit your hours until the entire two-week pay period is completed. Once your hours have been submitted, you cannot enter more hours or make changes. If you have pre-maturely submitted your hours and your supervisor has not yet approved them, contact your supervisor and s/he can return your time sheet for correction. You must submit your hours by the Monday following the end of the pay period so that your supervisor can approve your hours by the Tuesday noon deadline. If you are unsure of the pay period parameters, check the Pay Calendar (link on this site). If you have completed you tax forms and submitted your Payroll Authorization Form and still cannot access your website or timesheet, call the Student Employment Office at x5377 for help.
7:
How many hours may students work?
A:
There is no maximum for the number of hours that US citizens may work each week. International students (non-resident aliens) may work a maximum of 20 hours per week total while school is in session. During the summer and certian breaks, these students may work up to 40 hours per week.
Securing a part-time job on campus affords the student the opportunity to acquire and enhance certain workplace skills, knowledge, and abilities that are transferable and can be the foundation for building a resume. In addition to these benefits, students who work 10 to 20 hours per week have the highest rate of academic achievement. U.S. News and World Report, April 2006
8:
When and how are paychecks received?
A:
Paychecks are issued on a bi-weekly basis. Students will receive their checks or pay stubs (if direct deposit) in their campus mailboxes on the Friday afternoon of pay weeks. For a schedule of pay dates, please see the
Payroll Calendar.
9:
Where can checks be cashed?
A:
Students may cash checks at most of the banks downtown by showing their college ID, or deposit them at the ATM in McCullough for National Bank of Middlebury accounts.
Students can also have their pay checks directly deposited into any U.S. bank account. Click
here, or contact the Student Employment Office to find out how to sign up for direct deposit.
10:
When and Where Can International Students Work?
A:
Most International students are eligible to work on campus during the academic year as well as during vacation periods. To work off campus, international students (non-resident aliens) must request permission from the department of Homeland Security. If you are interested in obtaining off campus work permission, please contact the International Student Scholarship Services at extension 5382. International students must also be aware of limits set by treaty exemptions. Some countries will penalize student who go over the maximum amount earned. Non-resident aliens may not work more than a total of 20 hours per week while school is in session. During the summer and specific holiday breaks,* the maximum for international students is 40 hours per week.
*Generally, winter, February and spring breaks are the only breaks for which this applies.
11:
What Are Work-Study Jobs?
A:
The Federal Work-Study Program (FWSP) was developed by the federal government to help students with financial needs help themselves by meeting educational expenses. The work-study program consists of part-time employment during the academic year. As part of the Federal Work-Study Program, the government subsidizes a certain percent of the student’s wages and the department or organization is responsible for paying the remainder. Awarded as a part of the financial aid package, work-study awards are dispensed by the Student Financial Services Office per semester. Students who accept this award utilize it through off or on-campus employment. Students apply for on campus positions throughout the year. Each fall, the first week of class is reserved for students receiving financial aid. Only those students can apply for open positions. After the first week all students can apply. Financial aid status is not relevant when rehiring students or hiring students for research assistant positions. Students are directly paid for hours worked through their work-study positions.
Examples of off campus work-study agencies include the Middlebury Municipal Offices, local day care centers, the Counseling Service of Addison County, as well as local public and private schools. Financial aid recipients are not required to earn the entire job component of their financial aid package. However, the money allocated through this portion of a package will not be provided by any other college source. If a student anticipates earning a lot more than the work component of his or her financial aid package, it is recommended that the student contact the Student Financial Services Office to make them aware of the situation and to learn how this may affect the amount of aid which they receive.
12:
What is the Sexual Harassment Policy?
A:
13:
What is the Student Absentee Policy?
A:
Students are responsible for speaking with their supervisors about any absence prior to missing their scheduled shift. If a shift is inadvertently missed without prior notice, students should contact their supervisors immediately. Providing the supervisor/ department has made clear its absentee policy, missing shifts can be grounds for termination of employment.
Please review the
Progressive Discipline section of the Student Employee handbook.
14:
What is Termination of Employment?
A:
Voluntary: A student may leave any position without consequence, provided that two week's notice is given.
Involuntary:There are several situations that can result in involuntary termination.
Please review the
Progressive Discipline section of the Student Employee handbook.
15:
Can a Student Position be Removed from Banner Web?
A:
If a student is no longer working in a particular job, the supervisor should contact Student Employment requesting to terminate the position for that student in Banner. Indicate the last day of work and whether the termination was voluntary or involuntary. Please make sure that all hours have been paid out to the student employee before sending the termination request. The student will still be able to view the position on their Web Time Entry page, but will no longer have the ability to enter and submit hours. All academic year positions are terminated annually mid-summer.
16:
Do Students Receive W2 Statements?
A:
W-2 statements are mailed the end of January each year by the Payroll Office. Non U.S. Citzens will recieve their W2 in their campus mail box. W2 statements for U.S. Citizens will be mailed to their home address. Each student is responsible for following local, state and federal tax guidelines as per their own particular circumstances. The Student Employment Office does not offer tax assistance.
17:
Who Should I Contact With Questions?
A:
Any questions or concerns that you may have concerning student employment issues should initially be addressed to the Student Employment Office. This office consists of a trained student staff member, as well as the Student Employment Supervisor,
Dee Gilbert. Feel free to stop by between 9:00 a.m. and 5:00 p.m., Monday through Friday, or to call extension 5377. We should be able to help you or, at the very least, refer you to someone else who can!