Student employment at Amherst College is open to all students, without regard to whether they are eligible to receive financial aid. More than half of all students at Amherst work on campus at some time during the academic year.
Finding a Job
Students are responsible for finding their own jobs. To do this, you can either look for postings on the Jobs on Campus listing or the Off-Campus Federal Work Study Jobs listing. You can also go to the department in which you are interested in working for and talk directly with them. The major student employers include Dining Services, Frost Library, Mead Art Museum, Post Office, Campus Police, Athletic Department, Admission Office, Alumni Office, Music Library, Career Center, and many of the academic offices.
Departments which employ student workers are asked to give priority in the first two weeks of each semester to hiring students who are eligible for Federal Work-Study (or other need-based student employment).
Students who are eligible for the Federal Work-Study (FWS) Program may also be employed off campus by a governmental agency or a non-profit organization in nonsectarian and nonpolitical activities that are "in the public interest." Agencies that have employed Amherst students in past years include day-care centers, public libraries, historical societies, service agencies for the disabled, town government, local schools, community development organizations, and public access television. FWS students may also be employed in the federal government's "America Reads" project to foster literacy among pre-school and school-age children or "America Counts" project to promote mathematical skills among school-age children. Additional information about "America Reads" is available at www.fivecolleges.edu/americareads. Learn more about off-campus FWS employment.
Required I-9, W-4 and M-4 Forms
The I-9 Employment Eligibility Verification Form is required by the Department of Homeland Security/U.S. Citizenship and Immigration Services, who also stipulates the types of acceptable identification. Proper identification must be shown to a staff member of the Office of Financial Aid at the time of completion. A complete list of acceptable identification can be found on the 3rd page.
All forms of identification must be originals, copies of documents are not acceptable.
Common examples are either an un-expired U.S. Passport or a combination of a driver's license or Amherst I.D. and a birth certificate or Social Security card. International students must have an un-expired passport with a I-551 stamp or attached INS Form I-94 and I-20 or an Alien Registration Receipt Card with photograph. The I-9 must be completed within 3 business days of your date of hire. The I-9 form has very specific directions and requirements and should be read carefully. The Office of Financial Aid staff must uphold federal requirements and cannot accept any document not specifically listed as acceptable by the government.
Visit the Department of Homeland Security's web site for additional information and instructions.
The W-4 Employee's Withholding Allowance Certificate, directs Amherst College to withhold the correct Federal income tax from your pay. Please be aware of the federal income tax withholding rules as they may apply to your situation. A "single" student who had no federal income tax liability in 2016 and whose total earnings for 2017 will be less than $6,350 (or $10,300 if no one else is eligible to claim him or her as a dependent for income tax purposes) may claim "exempt" status. However, if such a student has more than $350 in unearned income (e.g., interest or dividend income), he or she may not claim "exempt" status if total income from all sources will exceed $1,050 for the calendar year.
The Massachusetts M-4 Employee's Withholding Exemption Certificate directs Amherst College to withhold the correct State income tax from your pay. Both forms must be read carefully, filled out completely, and signed by the student. Any questions on completing these forms, beyond the general instructions given, should be referred to a parent, guardian, or your tax consultant.
Student employees who qualify for "exempt" status will have nothing withheld from their earnings for federal and state income taxes. NOTE — You must re-file a W-4 Form annually to claim "exempt" status.
Social Security tax (F.I.C.A.) is not withheld from student earnings on-campus during the academic year. F.I.C.A. taxes must be withheld from any off-campus earnings and summer employment on campus.
I-9 and tax withholding forms are also available in the Office of Financial Aid, B-5 Converse Hall.
Payroll Responsibilities
To be paid, you must complete a payroll time sheet every two weeks. The due dates for time sheets are listed on the back of the forms, which should be available from your employer. You should complete and sign your time sheet and give it to your supervisor for signature. Your supervisor will submit it to the Student Payroll Office. Time sheets submitted after the due date or which are incomplete will result in a two-week delay in the issuance of a paycheck.
If a student does not receive a paycheck (or direct deposit stub), or has a problem with his/her check, they should speak directly to the Student Payroll Bookkeeper in the Comptroller's Office.
Direct Deposit
The Student Payroll Office strongly encourages you to take advantage of the FREE direct deposit service available to all employees. Students who chose this option will not have to worry about lost or stolen checks. You do not need to have a local bank account to take advantage of direct deposit. Students who have direct deposit set-up will be able to view their earnings and withholding information via AC Data. For more information on the process please visit https://www.amherst.edu/offices/controller/spayroll. Funds will be electronically transferred to a bank account of your choice at the opening of business on each bi-weekly payday.
Earnings Authorization
The average number of hours recommended for student employment is 5 to 7 hours a week. Employment during non-academic periods (Fall, Thanksgiving, and Spring recesses and Interterm) should not exceed 40 hours a week. Earnings during these periods are regarded as part of your academic year earnings. With the approval of your supervisor, you can regulate your working hours so that your total earnings do not exceed the authorized earnings level.
If You Exceed the Authorized Level
If you earn more than your authorized level, you should contact the Office of Financial Aid so that we may determine whether your earnings authorization can be increased. Except in the instance of off-campus Work-Study positions, you may continue working beyond the authorized level. You should note, however, that earnings in excess of the authorized level must be reported as "non-need-based" earnings in financial aid applications for the following academic year. In most cases a modest amount of earnings in excess of the authorized limit will not affect the subsequent year's financial aid. Larger earnings amounts may result in an expected "student income contribution" that is greater than the amount normally expected from a student's non-need-based earnings (currently $1,000 to $2,000 for first-year students and $1,300 to $2,200 for sophomores, juniors, and seniors - typically derived from summer employment).
Employer Expectations
If you accept a job on campus, in most cases you are making a commitment to work for at least a full semester. The following is expected of all student employees.
- You should work the hours that you have committed yourself to work. Do not commit yourself to more than you can handle.
- You should arrive at work on time, and perform at the highest level of your ability.
- Dress appropriately for the job location. Individual departments may have a dress code for health or safety reasons or in situations where you are highly visible to the community. Your supervisor can describe any specific dress requirements.
- Refrain from conducting your own business on the job. This includes initiating/receiving personal phone calls, checking personal e-mail or browsing the internet.
- Act in a professional manner concerning confidentiality of the College and student records. Some departments may require an employee to sign a statement of confidentiality during the hiring process.
- Exercise responsible, ethical behavior when using the College's computing facilities.
- Accurately report the hours worked on a bi-weekly time sheet, and submit the hours in a timely fashion to your supervisor. Students are paid on an hours-worked basis. Holidays, sick days, meal time and travel time may not be counted as hours worked.
- If you are unable to work, you must notify your supervisor as early as possible to allow him or her to make alternate arrangements. (Substitution policies vary by department. You should ask your employer whether getting your own substitute is expected or acceptable.)
- Take an unpaid half hour break if working six or more consecutive hours.
- If you have accepted a job for the semester, your employer will be relying on you even when you have mid-term and final exams. Since you are given your exam schedule in advance, speak to your employer ahead of time if you need to adjust your work schedule during that period. Your primary obligation is that of being a student. Any work schedule you arrange should allow you enough time for classes, study, extracurricular activities, and relaxation. However, once you have made a commitment to work, your supervisor will expect you to fulfill that commitment. Any questions concerning student employment should be directed to the Office of Financial Aid.
- It is recommended that you work NO MORE THAN 20 hours per week while school is in session.