Student Work Handbook

• Finding a Job and Completing the Required Forms
• Explaining Work Awards • Community Service Jobs
• How Do I Get Paid? • Choosing Payment Methods
• Time Sheets • Understanding Your Pay Statement
• Expectations of Student Workers • Confidentiality Agreement
• Summer Student Employment • Involuntary Dismissal

Student payroll forms include: the I-9 verification form, the W-4 form, and the Work Authorization form. These forms are required to get a student set-up in the payroll system.

The I-9 verification form MUST BE COMPLETED WITHIN 3 DAYS of the start of any employment at St Olaf College. The W-4 form is usually completed at the same time and is usually only required one time while at St. Olaf unless claiming exempt. A Work Authorization form must be completed for every job a student has during the year. (A new Work Authorization must also be submitted for each new academic year even if you have the same job as last year.)

Payroll forms are due by the 20th of the month in order to be set-up and paid in the next payroll cycle. (Example: Payroll forms turned in by Sept 20th will be paid on Oct 15th. A Payroll form turned in on Sept 22nd wouldn’t be paid until Nov 14th.) Please refer to the next section for more information on payroll forms. The due dates for timesheets are listed below as well.

If you have any questions about the student work program, please contact us. You may stop by the Financial Aid Office, contact us via email at studentwork@stolaf.edu, or call us at x3019. Our office hours are Monday through Friday, 9:00 am to 5:00 pm.

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Obtaining a Job and Completing the Required Forms

Many student work opportunities are available at St. Olaf College. If you need assistance in finding a job, you may use the student work website or stop by the Student Work Office located in the Financial Aid Office, Administration Building Room 110. Students are limited to two jobs at a time.

When you have found a job, you must complete the necessary paperwork: a Work Authorization form, an I-9 verification form, and a W-4 form. All Student Work forms are available online and in the Financial Aid Office. You will need Adobe Acrobat Reader to view these forms. All forms are formatted as "fill-in forms" and can be completed on the computer. You can download Adobe Acrobat Reader here for free.

  • The Work Authorization Form serves as your work contract. You and your supervisor must sign this form. Your supervisor will submit it to the Student Work Office. You must complete a Work Authorization for each job you have on campus every year. Please keep a copy for your own records.
  • The I-9 verification form is a required federal form. To be eligible to work, every employee must complete an I-9 form within three days of the first day of employment. You only need to file the I-9 once for student employment. To complete the I-9 form, you must bring identification with you to the Financial Aid Office. If you have questions about the types of identification necessary to complete the I-9 form, refer to the list of acceptable forms of ID on page 2 of the I-9 form.
  • The W-4 form is another required federal form. Student work earnings are subject to federal and state tax withholding. On the W-4 form you must indicate the number of exemptions you wish to claim for tax purposes in box 5 and sign the form. (You may file exempt from taxes by writing “exempt” in box 7, only if you meet the specified guidelines for exempt status. If you file “exempt,” you must resubmit a new W-4 each year.) You will receive a W-2 form each year in January which will show your student work earnings from the previous tax year. You must claim your student work earnings on your tax return.

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Off-Campus Community Service Jobs

In addition to on-campus jobs, students may earn their work awards at off-campus community service organizations during the academic year. St. Olaf College has student work agreements with several local non-profit organizations. The wage rate for this program is $9.28. Transportation is available to these sites via Northfield Transit. Students must have “Federal” Work-Study funds to be eligible to work in this program. Students with State or Institutional student work do not qualify for off-campus positions.

Openings in this program are posted on the student work website with all other student jobs. If you have questions regarding your eligibility for this program, please contact the Community-Based Work-Study Coordinator, Diana Dargen at x3268. Her office is located in the Center for Experiential Learning.

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Student Work Awards

All students working on campus for the academic year must have a student work award. Many students are awarded student work as part of their financial aid package and these students are given top priority for on-campus jobs. Students who do not receive financial aid may not work on-campus during the academic year. (An exception may be made for special skills positions, if a supervisor submits a request to hire a student without aid.)

Your Work Award represents the maximum amount you are eligible to earn. It is your responsibility to carefully schedule your hours so that you (1) work the number of hours required to earn your entire award, if you want to earn the full amount, and (2) monitor your hours so that you do not exceed your work award limit. The table below shows the number of hours to schedule for different work award amounts. It is based on 14 weeks each semester and 4 weeks during Interim. Students may not work more than 20 hours per week while their classes are in session during the academic year.

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Wage Rates and Scheduling Hours

Wage rates are as follows: 

  • Freshmen and Sophomores, $7.40/hour
  • Juniors and Seniors, $7.65/hour
  • Base wage rate in food services for Freshmen and Sophomores, $7.65/hr.
  • Base wage rate in food services for Juniors and Seniors, $7.90/hr.
  • Special Skills positions, $7.90/hr.
  • Off-Campus Community Service jobs, $9.28/hr.

 

Use the table below to determine how many hours you need to work. It is your responsibility to carefully schedule your hours so that you (1) work the number of hours required to earn your entire award, if you want the full amount, and (2) do not exceed your work award limit. The table is based on working 14 weeks each semester plus 4 weeks during interim. If you will not work the entire academic year, you should adjust the number of hours you work. Students may not work more than 20 hours per week.

Hours per Week Based on Work Award Limit

Student Work Award Amount
Wage
$1,000
$1,200
$1,500
$1,800
$2,000
$2,300
$7.40
4.2 hrs
5 hrs
6.3 hrs
7.6 hrs
8.4 hrs
9.7 hrs
$7.65
4.0 hrs
4.9 hrs.
6.1 hrs
7.4 hrs
8.1 hrs
9.4 hrs
$7.90
3.9 hrs
4.7 hrs
6 hrs
7 hrs
7.9 hrs
9.1 hrs
$9.28
3.3 hrs
4.0 hrs
5.0 hrs
6.0 hrs
6.75 hrs
7.75 hrs

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Methods of Payment

You may choose one of three options for payment of your earnings: a Tuition Deduction, a Direct Deposit to a bank account, or a paycheck in your PO. The Tuition Deduction and Direct Deposit are the safest and most convenient methods of payment.

  • Tuition Deduction: If you want to use your student earnings to pay your bill, you must complete the Payment Method Form and check the Tuition Deduction box. Each pay period you will receive a statement indicating the amount you were paid and the amount credited to your account. If you use your earnings to offset the cost of your education, but you do not earn your entire award, you must pay any remaining balance due at the end of the semester. Please see Understanding Your Pay Statement for more information.
  • Bank Account: You may elect to have your earnings directly deposited into a checking or savings account. Complete the Payment Method Form with your bank account information. The first payment you receive after you have elected direct deposit will be a check printed on pink paper. Your next payment will be a direct deposit and will be printed on tan paper. Please see Understanding Your Pay Statement for more information.

If you decide to cancel either your Tuition Deduction or Direct Deposit, you must do so by completing a new Payment Method Form. If you close your bank account, you must notify the student work office. Paycheck: If you do not elect either the Tuition Deduction or the Direct Deposit, you will receive a check in your campus PO each payday. Remember, the Business Office does not cash checks.

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Time Sheets

Federal regulations require that all students record their hours on a timesheet that documents the dates, hours, and total hours worked. You must indicate the “in” and “out” times to comply with these regulations. Your supervisor will provide you with a timesheet to record your hours.

A timesheet must have the following items to be considered complete and to be processed
for payment:

  • Your name
  • Your student number
  • The department name and number
  • The pay period
  • Your hourly wage
  • Dates and hours worked, record time in and time out
  • Total hours worked
  • Your signature
  • Your supervisor’s signature

Pre-printed timesheets will be provided after students’ payroll records have been set up. However, all students will use a blank time sheet for the month of September and complete the name and ID section at the top of the timesheet.

Hours must be recorded accurately on the timesheet to reflect actual hours worked. Falsifying timesheets is a violation of the St. Olaf Code of Conduct. Such violations will be referred to the Dean of Students Office for disciplinary action and may result in dismissal from a job.

Timesheets must be submitted to the Payroll Office by the specified due dates. The Payroll schedule can be found below. Late timesheets will be processed in the next payroll cycle.

Be sure to sign your timesheet and give it to your supervisor for his or her signature at the end of each pay period so that your timesheet can be processed each month.

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2008-2009 Student Work Payroll Schedule

Pay Period  Timesheets Due Payday
Sept 3 – Sept 30 Friday, October 3 October 15
Oct 1 – Oct 31 Monday, November 3 November 14
Nov 1 – Nov 30 Monday, December 1 December 12
Dec 1 – Dec 31 Friday, January 9 January 15
Jan 1 – Jan 31 Friday, February 6 February 13
Feb 1 – Feb 28 Friday, March 6 March 13
Mar 1 – Mar 31 Friday, April 3 April 15
Apr 1 – Apr 30 Monday, May 4 May 15
May 1 – May 20 Friday, May 29 June 12

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Understanding Your Pay Statement

  • Taxes. Student work earnings are subject to federal and state taxes. The amounts withheld will be indicated on the bottom portion of your statement. You are paid the net amount after taxes.
  • Tuition Deduction. If your earnings are credited to your tuition, your pay statement will have a signature on it, but“0” will be in the amount field. The net amount after taxes will be credited to your tuition account and will be listed at the bottom of the statement. This statement is tan in color and the middle section is stamped "Direct deposit advice," "This is not a check," and "Non-negotiable."
  • Direct Deposit. If you elect a direct deposit to a bank account, you will receive a paycheck during the first pay period printed on pink paper. Please cash your check as soon as possible. The next payment will be a direct deposit, and this statement will be printed on tan paper. The statement will be stamped "Direct deposit advice," "This is not a check," and "Non-negotiable."
  • Paycheck. If you don’t select either the direct deposit to a bank or a tuition deduction, the middle portion of your pay statement is your paycheck. The amount of your net pay is reflected in the check amount. The Business Office does not cash checks.
  • Year-to-date Earnings and Work Award. Your year-to-date earnings for both the calendar year and the academic year are indicated on the top section of the statement. The amount of your work award is also listed on your statement and the amount remaining to be earned for the academic year. You should pay attention to these figures and schedule your hours accordingly so that you do not exceed your work award limit. If you think that you might exceed your work award limit, contact the Student Work Coordinator as soon as possible.

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Expectations of Student Workers

Your position as a student worker, in addition to providing you with money for tuition or personal expenses, will help develop many of the skills you will need to succeed after you graduate from St. Olaf. As a student worker, you are expected to behave in a professional manner. This includes:

  • Developing a positive relationship with your supervisor and other student workers in your
    office/department. Arriving to work on time and ready to work.
  • Satisfactorily performing your job.
  • Contacting your supervisor in advance if you are unable to work and finding a substitute
    if necessary.
  • Maintaining accurate work records and signing and submitting your timesheet on time.
  • Monitoring your student work earnings to ensure that you don’t exceed your student work amount.
  • Dressing appropriately for your work place.

After graduation, prospective employers may call to verify your student employment. Your work record on campus will be a valuable reference.

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Changing or Quitting Jobs

If you want to change or quit your job, you must notify your current supervisor at least two weeks in advance. If you want to change jobs, it is your responsibility to find a new job. The Student Work Office will not be obligated to place you in a new position. You may use the Student Work web site to look for other jobs. Please be advised that it is often difficult to find new jobs mid semester.

If you change jobs, you must complete a new Work Authorization Form with your new supervisor and submit it to the Financial Aid Office for processing.

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Confidentiality Agreement

By signing the Work Authorization form, students are agreeing to abide by the Confidentiality Agreement at St. Olaf. While working, students may have access to confidential records, hear confidential conversations, and/or have access to office computers. Students are expected to perform their jobs in a professional manner and maintain strict confidentiality of the office records and conversations.

The Confidentiality Agreement States:

As an employee of St. Olaf College, I understand that I may have access to St. Olaf’s confidential information.  I agree as a condition of my employment not to disclose confidential information to students or to anyone who is not affiliated with St. Olaf College unless directed to do so by my supervisor.  I further agree that I may share Confidential Information with other St. Olaf employees only if they need to know the Confidential Information to do their jobs, and I have been directed by my supervisor to share the Confidential Information.  I understand that Confidential Information includes all information St. Olaf desires to keep confidential, including office conversations, information relating to finances, personnel management, students, donors, and development plans.  I understand that a breach of this Agreement will subject me to disciplinary action, up to and including dismissal from employment.

Both supervisor and student must sign the Work Authorization which includes the Confidentiality Agreement.

Summer Student Employment

A work award is not required for summer employment. Students who want to work
during the summer should go to the Human Resources Office to complete the Summer
Employment Agreement and to see if they need to complete either the I-9 or W-4 federal
payroll forms. Summer students are paid through the bi-weekly staff payroll and must
complete bi-weekly timesheets. Summer student employment for 2009 begins May 21.

Involuntary Dismissal

In an effort to be fair to both the student and the supervisor, the following five procedures are recommended to dismiss a student worker:

  1. Verbal Warning: If a situation/act warrants consideration of dismissal, the supervisor will first issue a verbal warning. This communication should result in a clear understanding between both parties as to what the infraction has been and how it can be corrected.
  2. Written Warning: If the situation/act occurs again, the supervisor will write a warning letter to the student. A copy of this letter will be sent to the Student Work Coordinator and will become part of the student’s file.
  3. Transfer: If both the supervisor and the student are at an impasse, the student work coordinator will assist the student in finding a new job assignment.
  4. Dismissal: If, after the verbal and written warning, the student continues to exhibit improper behavior, dismissal will result. A letter of dismissal will be sent to the student and a copy to the Student Work Coordinator.
  5. Immediate Dismissal: If a situation/act warrants it, supervisors have the authority to immediately dismiss a student worker when evidence exists of a violation of the St. Olaf Code of Student Conduct, a breach of the St. Olaf Confidentiality Agreement, a violation of department policies, or if other conditions exist.

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