Frequently Asked Questions for Student Employment
Payroll Office
At Hamline, our students find interesting and meaningful employment across the university, earning money for tuition, books, or living expenses, and learning new skills that will help them after they graduate. Nearly 600 students work in the Student Employment Program each year.
Frequently asked questions
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Academic year rule: to be eligible to work through the Student Employment Program, a student must be 1) actively registered for at least half-time status each full term worked and 2) eligible to work in the United States.*
Summer rule: to be eligible to work through the Student Employment Program, a student must be 1) actively registered for at least one class each summer session OR pre-registered in good standing for the fall term per academic year rule above, and 2) eligible to work in the United States.*
Academic and summer exception: students attending Hamline through exchange programs,* and/or seeking any certificate not specifically named above, are generally ineligible for student employment. These cases will be reviewed by the Student Employment Program Manager.
*International students must consult with the Global Engagement Center to determine visa status and eligibility to work in the United States. Contact your admission counselor for more information.
Note: Eligible students may not work in an on-campus or off-campus situation where the workplace relationship could result in one relative supervising another or where the employment could pose a security risk or other problems, as determined by management and in accordance with local law. "Relative" means spouse, parent, sibling, child, grandparent, grandchild, in-laws, stepparent or stepchild, aunt, uncle, or any person who lives in the same household as the employee. Consult Payroll if you have questions.
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A work-study award may be issued as part of a financial aid package. Your financial aid counselor can help you determine eligibility. Need-based work-study may be granted from either Federal or State funds. If your financial aid package does not include work-study, and you wish to work on-campus, please see your financial aid counselor to determine if you may become eligible. You are not required to have an award to work on-campus, but preference is often given to students with work-study as part of their financial aid package.
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Often, yes! Many students who do not have work-study awards will still be able to seek employment on campus. Departments have limited funding to hire students without awards. This is controlled by the hiring department, based on their budget requirements. Your Student Employment Eligibility Card (see below) will be helpful as you discuss employment options with prospective supervisors. We also encourage you to check with your financial aid officer to see if you would qualify for an award.
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Required for all students working on-campus or off-campus through the Student Employment Program, they are issued through the Payroll Office. Your Student Employment Eligibility Card states your name, Hamline ID number, and your work-study award status. For students with work-study awards, cards are issued at the start of the fall semester. If you do not have an award but plan to work on-campus, request a card in person at Payroll. You show this card to prospective on-campus employers so they can tell if you qualify for employment under their budget requirements. If you work in more than one department, be sure to notify them that you are employed elsewhere on campus. Cards are a different color each academic year.
It is the responsibility of the student to request a new card when they have a change in award or student registration status. Upon graduating from a degree or completion of a qualifying certificate program, student status ends automatically.
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During the academic year, all non-international CLA, qualifying post baccalaureate and graduate students are limited to 20 hours per week in on-campus employment. International students are limited to twenty hours per week, based on INS regulations. If you work for more than one department, these limitations apply to all jobs combined. If you work at a combination of on- and off-campus work-study jobs, these limitations apply to all jobs combined. During summer months and breaks, students may work up to forty hours per week. The number of hours worked is arranged through your supervisor, subject to their budget restrictions. Overtime is not permitted, with rare exceptions. Supervisors can request exceptions through the Student Employment Program Manager.
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On-campus: If the hiring department has budget money available, you may work beyond your award amount. This is determined by your supervisor.
Off-campus: No, not through this program. The student is responsible for informing the site of their earnings status, and not working beyond their award amount. If the site wishes the student to continue, they must hire them directly. Please keep in mind that all earnings count towards award satisfaction - not just the earnings supported by Hamline. If you are employed at a site paying 25 percent of your wages, and have an award totaling $1000, you have earned your award when you have been paid $1000, even though the site has paid $250 toward the award. Also, if you have earnings from an on-campus job, that reduces the amount you can earn at the off-campus site.
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On-campus employment means working at Hamline as a student employee, for a Hamline department, office, division, or faculty member. There are positions at Hamline that do not qualify - working in the SBA or Hamline bookstores, or working at the Copy Center, for example. These are considered off-campus sites, see below for guidelines for off-campus work-study employment information. Consult with the Payroll Office if you are not sure that the site qualifies.
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To access work study positions at Hamline, please visit our job and internship database, Handshake. You can login with your current Hamline email and password. Once logged in filter by “on-campus” positions or click here to view current openings.
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The starting base wage for student employment is $15.00 and is directed by the hiring manager of the department you are employed with.
Students are paid on the 15th and last business day of the month, unless this day falls on a holiday. If the 15th is on a Saturday, you will be paid on the preceding Friday; if the 15th falls on a Sunday or a holiday, you will be paid the next business day.
Students can sign up for direct deposit (recommended form on payment) on Workday under the Pay app. If you do not sign up for direct deposit, your check will be mailed to the address within your Workday records. Please note this can delay receipt of your paycheck. Checks are mailed by USPS and therefore can take up to seven days to arrive.
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First-time work-study hires are required to set up a hiring meeting with the Payroll Coordinator Halsey Atchison (office in Manor 26) to complete their I-9 paperwork. You will need to bring either a passport or social security card, your birth certificate, and your student ID.
Please note that there is an additional contract to be signed if you are applying for an off-campus position. You can only apply for off-campus work-study if you have federal and/or state work-study funds.
