Student Employment Office

Accepting an On-Campus Job

Process for Students

If you will be working on campus (other than the dining halls or the early learning centerThe dining halls and the Clinton Early Learning Center are separate organizations from the College and you will receive guidance directly from them), please review the following procedures for student employment. In order to ensure earnings are taxed correctly, international students must e-mail their first, middle and last name, Hamilton ID number and e-mail address to emumford@hamilton.edu or mtthayer@hamilton.edu before beginning any job on campus.

Forms Required

Check with your supervisor before printing any forms — they may have them ready for you. Submit the fully completed forms to your supervisor (or other designated individual) with the original documents for the I-9. Copies will be made to attach to the I-9 and the originals returned to you. Payroll would like to have a copy of your Social Security card (even if you don’t use it for I-9 documentation) to assure accurate reporting of earnings to the IRS.

• Employment Authorization Form (PDF)
  You must fully complete the top section of the form and return to your supervisor with the forms below. A separate authorization form is required for each job on campus.

• New York State Wage Notice
   
• W-4 Employee’s Withholding Allowance Certificate (Federal)
   
• IT-2104 Employee’s Withholding Allowance Certificate (State)
   
• I-9 Employment Eligibility Verification
  You must fully complete Section 1 including your signature and the date. The form must be signed and dated no later than the day you begin work. In addition, you must submit original documents listed on the back (or second page) of the I-9 form for proof of identity and eligibility to work. You must have one item from List A OR one item from List B AND List C.
   
• Direct Deposit Authorization (required for all students who have not worked on campus before)
  Complete all information on the form, being sure to clearly print the routing and account numbers, and attach a voided check (if depositing to checking account).
   
• Background Information Release Authorization
  All new, non-Hamilton student employees are required to complete a thorough background screening. The background screening process may take up to two weeks and all offers of employment are contingent upon the successful completion of this background screening.
   
• Time Sheet/Paperwork Submission
  To avoid delays in issuing paychecks, students must provide a valid social security number and submit completed and approved bi-weekly time sheets and paperwork according to the Student Employment Calendar (PDF).

Questions

If you have any questions about the payroll process, please contact Human Resources at x4688 or x4302, or the Business Office at x4316 or x4376.