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1. The manager’s budget item for student wages must be approved by the head of the department and the Provost's Office.
2. Financial aid students must be given priority in hiring since they have an earning expectation as part of their financial aid award ($1,550 for first-years, 1,700 for sophomores, $1,800 for juniors and seniors).
3. All first-year students are assigned to their campus job and are expected to remain in that position for the entire year. Therefore, they cannot be hired independently by any other department/office.
4. All upper-class students are responsible for securing their own positions and should do so before leaving campus for the summer. In the spring, first-year students should either talk to their current supervisor about continuing with the same position or find a new position before they leave for the summer.
5. Students are required to complete an I-9 Form (Employment Verification), M-4 (Massachusetts) and a W-4 (federal) Withholding Statements in the Payroll Office. These federal and state forms must be on file before students begin to work.
6. Supervisors are responsible for authorizing students working for them by submitting the Student Employment Authorization Form.
7. Timecards:

   Student workers must:

   • Record hours and days worked on the back of the card (for each period).
   • Enter total hours in space provided on the front of the card and fill in the appropriate circles.
   • Enter their Williams ID and Job # and fill in the appropriate circles.
   • Sign and date each card.

   Supervisors must:

   • Complete the Student Employment Authorization Form. Once completed and processed they will receive a Job # for that student. Supervisors are sent an updated list of their student workers whenever students are added or removed from their worker list.
   • Enter the Job # and account number from which student will be paid in the space provided on the front of the card and fill in the appropriate circles.
   • Check the number of hours each student worked and sign each card. Student Managers may NOT sign time cards.
   • Collate cards in alpha order and include a tape of total hours worked and bring to the Office of Payroll on dates designated on the Payroll Schedule –not saved and turned in at the end of the semester.Students cannot submit their own timecards.
8. All students are paid according to the listed rates. There will be no exceptions.
9. At the end of the academic year, supervisors must complete a Student Employment Needs Report for the next academic year to enable the Student Employment Coordinator to help meet those needs. The names of the students who will be returning to work for each supervisor should be listed.
10. JOB POSTINGS: In order to post a position please notify the Student Employment Coordinator to update the job description on file. A job posting contains the job title, description, wage and contact name so that students may select the most appropriate work choice. All job postings will be available on the Student Employment website. We ask that you contact the Student Employment Coordinator once the job has been filled.

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