image                                                                                                                                                                                                                                                             November 20, 2020

Dear Colleagues,   

I hope you are as excited as we are to be less than 60 days away from the launch to Workday. Moving student employment to Workday is an exciting transition which will create lots of functionality and transparency. Supervisors will be able to request postings of positions online and will be able to track and hire students seamlessly. As with anything new, even the most user-friendly tools, we must learn how to use them and adjust to new practices. 

Hiring supervisors and students will have plenty of resources to make this transition. Our goal in this communication is to share advance notice of key dates and the roadmap to come.

Critical Dates for Student Employees and Supervisors
The final pay period for students in the Colleague system will occur for hours worked through December 19, 2020. All timesheets for hours worked (and not paid) in 2020 must be received in payroll by Thursday, December 18, 2020. Time for these hours will be paid on Thursday, December 24, 2020.

Student work must be paused from Sunday, December 20, 2020 through Saturday, January 2, 2021. Student hours must NOT be worked during this time period. 

Any urgent and critical need for student work between December 20, 2020 through January 2, 2021 must be requested and approved in advance (requests by December 1, 2020) by Gail Holt, Dean of Financial Aid ( 

What you need to know now:
  • There will be specialty training (one-hour course) offered in December as well as quick reference guides available on the training website.
  • Access to Workday by faculty and staff will begin on Monday, January 4, 2021. 
  • It is the responsibility of each student to track time worked until the system is ready to track it.
  • The primary and urgent actions that supervisors of student employees must take in Workday will be to directly hire students that will be working beginning January 3, 2021. So that we can support you more fully, please let us know (through this 2-question survey) if you plan to hire (or re-hire) students in January.
  • It is the responsibility of the faculty members who supervise students (i.e. Gregory S. Call academic interns for January, research assistants, etc.) to hire and then to approve the students’ hours in Workday. ADCs will not have access to this information in Workday.
Workday marks a new era for student employment and it has been a transformational project for our team. We are confident that it will bring many advantages for everyone. Our collective willingness to learn this new system will be accomplished together and we thank you in advance for your partnership.

Gail Holt
Dean of Financial Aid
Nancy Robinson
Student Employment Coordinator

imageThe End of the Colleague System, Student Payroll: Some Hard Deadlines

Due to work that must be done to make the transition from the Colleague system to Workday, adherence to the deadlines surrounding student employment is particularly important this fall. All time sheets for hours that students—including academic interns and TAs—have worked (and for which they have not yet been paid) in 2020 must be received by Thursday, December 18, 2020.  Students will be paid for these hours on Thursday, December 24, 2020.  Students may begin to work again on January 4, 2021.  If there is a critical need to have students work between December 19 and January 3, supervisors must contact Gail Holt by November 20, 2020, to let her know.  Beginning in January, the Colleague system will be no more, and student employment will be done through Workday.

Important Changes Effective Fall 2020

As of the Fall 2020 semester, student employment authorization will be limited to on-campus and remote work for enrolled students who are residing in the United States.

Due to the laws governing local employment and tax responsibility, any Amherst student who is residing outside the United States, including those who are studying remotely, is unable to work for the college. International students who are studying remotely, but who are still living in the United States, may still work for Amherst.

Posting of Vacancies:

Students are responsible for finding their own jobs, so you may be approached about vacancies in your department. To ensure that all students are aware of available jobs, departments are asked to send notices of vacancies to the Office of Financial Aid for posting. Departments may rehire last year’s student employees without posting the positions. 

Please complete & submit the Student Job Posting form. The posting should be as detailed as needed and will be listed through Handshake.

All new vacancies should be posted for at least a week before a “permanent” hire is made.

This procedure is aimed at fair treatment of all students – especially those with financial need that must be met by student employment assigned as part of their financial aid awards. It is based on a recommendation of the Faculty Committee on Admission and Financial Aid.

Priority for Work-Study Students:

To ensure that students who need to earn money for college costs are able to do so, hiring for all student employee positions is restricted to students with Federal Work-Study (or other need-based student employment) during the first two weeks of each semester. If a position remains vacant after that time, it becomes open to all applicants, although students on financial aid should be given priority if candidates are equal in all other respects.The following exceptions are made:

•Positions that have a history of remaining vacant.

•Positions that have special requirements (e.g., specific training) or that must be filled in the first two weeks of the academic year. The student’s Employment Authorization Form (see below) indicates eligibility for Work-Study or other need-based student employment.

Required documents needed before a student can begin work:

Due to the change in outdoor temperatures, the once-a-week opportunity to drop by "tent time" at the Mead Quad has been discontinued. Please have the student contact Nancy Robinson, Student Employment Coordinator at to schedule an individual appointment.

Additional information can be found on the Student Employment page. 

I-9 Form: Every student who works on campus MUST complete an I-9 Form in accordance with the requirements of the U.S. Citizenship and Immigration Services. The student must also provide appropriate forms of identification to prove their eligibility to be employed in the United States. The procedures mandated in the law apply to all employees, regardless of their citizenship status. In general, a student needs to complete an I-9 Form only once, before first being employed by the College. I-9 forms must be completed withhin 3 business days of their hire and before they can begin to work. 

W-4 and M-4 Forms: All students who work on campus must file both a Federal W-4 and a Massachusetts M-4 “Employee’s Withholding Allowance Certificate,” with the Office of Financial Aid to insure proper withholding of federal or state tax.

Employment Procedures:

NOTE: There has been a revision to the Student Employment Appointment form for Fall 2020, which includes required information on the location of the student employee while performing their job, due to minimum wage requirements. To abide by other state/district/county minimum wage requirements, please contact Nancy Robinson if you have a student working in CA, D.C., WA and NY (in the counties of Nassau, Suffolk or Westchester) for current wage rates.

Please discard prior versions of the form and submit only the revised version as of 8/18/20.

The revised Student Employment Appointment form needs to be submitted to the Student Employment Coordinator NO LATER THAN the Thursday preceding the end of a bi-weekly pay period. The Datatel computer system requires that we match student workers with specific positions in specific departments at specific hourly rates. Once we have a student’s department, position, and rate recorded, no further paperwork is needed unless there is a change in any of the following four items.

• A student is newly employed by a department

• A student is employed in multiple positions within the department, but has a different hourly wage rate, or funding source

• A student’s hourly wage rate changes, or

• A student leaves the employment of a department

When completing the Student Employment Appointment form, the following information is required:

Appointee Information:

  • Student Employee’s Name: Last, First
  • Student I.D. Number: Datatel I.D. number.
  • Department: Name of the Department student is working for.
  • Account Number to Charge: This is the fund source where the wage will be charged.

New or Additional Appointment:

  • Start Date: For Datatel purposes please use the Sunday date prior to the first day of work.
  • End Date: You may leave this blank.
  • Hourly Rate: Massachusetts minimum wage is  $12.75 per hour effective January 1, 2020.
  • Will be increasing to $13.50 as of 1/1/21, $14.25 as of 1/1/22 and $15.00 as of 1/1/23.

If Appropriate:

  • REF or Project Number
  • Principal Investigator: Name of Supervisor
  • Grant Number/Name

Change of Hourly Wage Rate: Complete this section if the student is continuing in the same position, but will have a different wage rate.

Separation: If a student is terminated for cause, please list Last Day Worked and Reason.

Departments employing large numbers of students may submit information for the “Appointee Information” and “New or Additional Appointment” sections of the form on a Student Employment Template Student Employment Template. Note that the “New or Additional Appointment” section is completed if a student is newly employed by the department or is appointed to an additional position that has a different hourly wage rate. If the hourly wage rate is the same for the additional position, do not submit a form. Separate appointment forms should be submitted for a student who works under different REF or project numbers even though the employment may be within the same department. Attach the completed template via e-mail to

Student employees cannot be paid nor can adjustments in hourly wage rates be made until this form is submitted by the department to the Office of Financial Aid. Please note the biweekly student payroll closing dates and submit forms in a timely manner. If the paperwork is not submitted on time, the student employee’s paycheck will be delayed. We have suggested to students that, if they begin work with any department or if their hourly wage rate changes, it would be helpful to ask the department whether appropriate paperwork has been submitted for them. You may, therefore, anticipate receiving such questions.

Payment of hours worked:

Time Sheets: To be paid, a student must report the hours they have worked to their supervisor. Supervisors submit the information to Student Payroll/Shared Services on a biweekly basis. Additional information on their process can be found at: Student Payroll. Hours approved by the supervisor and submitted after noon time on the due date or which are incomplete will result in a two-week delay in the issuance of a paycheck. Contact Rachel Robinson, Payroll Specialist in Shared Services with questions about the process.

Sick Time:

On July 1, 2015 the Commonwealth of Massachusetts established a sick time law which impacts part-time employees, including student employees who work during non-academic periods (summer). For additional information, please refer to the policy at Sick Time

Earnings Authorization:

NOTE: For the 20/21 AY, the College has replaced need-based student employment with grant.

All students who receive need-based financial aid are assigned an authorized earnings amount, usually $2,400 in need-based student employment, although the amount may vary according to a student’s financial situation, other financial aid, or his or her choices regarding student loans. The average number of hours recommended for student employment is 7 to 9 hours a week. Employment during non-academic periods (Fall, Thanksgiving, and Spring recesses and Interterm) should not exceed 40 hours a week. International students, due to Visa restrictions, can NOT work more than 20 hours per week during the school year, with the exception of the non-academic periods, where they can work up to 40 hours.

When Students Exceed Their Authorized Level: If a student earns more than the authorized level, he or she should contact the Office of Financial Aid so that we may determine whether the earnings authorization can be increased. Students may continue working beyond the authorized level. Earnings in excess of the authorized level, however, 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 level will not affect the subsequent year’s financial aid. Larger amounts, however, may result in an expected “student income contribution” that is greater than the amount usually expected from a student’s non-need-based earnings (currently $1,000 to $2,200 – typically derived from summer employment).

Employer Expectations: If students accept a job, in most cases they are making a commitment to work for at least a full semester. The following is expected of all student employees.

• Work the hours that the student has committed himself or herself to work.

• Arrive at work on time, and performing at the highest level of their ability.

• Dress appropriately for the job location. Individual departments may have a dress code for health or safety reasons or in situations where they are highly visible to the community. Please review any specific dress requirements with the student.

• Refrain from conducting their 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. Student employees may be required to sign a statement of confidentiality during the hiring process in some departments.

• 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 the 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 the student is unable to work, notifying the supervisor as early as possible to allow for alternate arrangements to be made. Make sure the student is aware of the department's procedures.

• Take an unpaid half-hour break if working six or more consecutive hours.

• When an employee who is scheduled to work three or more hours reports for duty at the time set by the employer, and that student is not provided with the expected hours of work, the employee, according to labor laws, "shall be paid for at least three hours on such day at no less than the basic minimum wage".

• Be a reliable worker even during mid-term and final exam periods.Since the exam schedule is known in advance, we ask that you confer with your student workers to adjust work schedules as necessary during exam periods. Of course, a student’s first obligation is that of being a student. Any work schedule should allow a student enough time for classes, study, extracurricular activities, and relaxation. However, once you and a student worker have agreed to a suitable schedule, you should expect the student to fulfill his or her work commitment, as you would with any other employee of the College.