Human Resources

Employment

Summer Employment On Campus

Summer Employment Application 

The application deadline for Physical Plant positions only is January 1 through March 30. All other applications may be submitted until May 31.

We strive to provide fair and equitable opportunities to Hamilton and other students who work on campus in the summer, as well as various offices and functions interested in hiring students for summer work.

Human Resources is responsible for the coordination of temporary summer employment on campus and job placement at the Physical Plant. These positions may include painting, grounds and/or custodial work.

Guidelines for Hiring Summer Students

Placement of Students

Individual offices are free to develop their own procedures regarding the selection of students provided the process is open to all qualified candidates and selection is based on job-related requirements. The priority for consideration should be:

1. Students who will be attending Hamilton in the fall;
2. Graduated Hamilton students who will be attending graduate school in the fall;
3. Dependent children of Hamilton employees who will be attending college in the fall;
4. Students attending other colleges in the fall;
5. Dependent children of employees who are age 16 or over and attending high school.

In general, dependent children should not be hired to work in the same office or department as his/her parent. Under no circumstances should a dependent child be hired to work in an office or department where there is a direct reporting relationship through his/her parent or other relative.

International students who graduate in May and plan on working on campus in their field of study during the summer must have Optional Practical Training approval before beginning employment. See Allen Harrison in the Dean of Students office for details.
 

Wage Rates

Students will be paid according to the Student Wage Guidelines. The goal of the wage scale is to recognize that some positions require more or less skill and/or effort and should be paid at a higher or lower rate. The appropriate salary grade for each position will be worked out between the hiring department and Human Resources. Please note: Hamilton students will continue to be paid bi-weekly during the summer, with FICA taxes withheld.

Payroll Procedures

Student/Summer Worker Hiring Process 

During the summer, all temporary summer employees who work for the College will be paid on the weekly staff payroll based on the green Staff Time Sheet or Physical Plant time card submitted to payroll weekly.

All authorization forms and necessary payroll forms must be completed and submitted to Human Resources no later than the first day of a student's employment. In order for a student to be paid in a timely manner, paperwork must be submitted to Human Resources and timesheets/cards to Payroll by the dates listed on the Summer Employment Calendar.

In order for a summer employee to be paid, the following documents must be completed and submitted to Human Resources no later than the first day of work. Links to the forms can be found at "Forms on the Web" under Employment and Payroll or from Human Resources, x4302.

• Employment Authorization Form: An employment authorization form is to be completed by the supervisor and must include the account to be charged and the rate to be paid. A separate authorization form must be completed for each job;
• A Release of Information Authorization Form is not required for current Hamilton Students or employees. It must be completed by all individuals who are non-Hamilton students who have not previously been employed by the College or have had a break in their employment with the College. Contact Human Resources, x4302/4688 with any questions;
• Four required payroll forms* to be completed by the student/employee:

1. Federal Tax Withholding Form W-4 (required): 2. State Tax Withholding Form IT-2104 (required-all student employees must complete this form in order to work, earn and report wages in New York State); 3. I-9 (Employment Eligibility Verification) (required) with copies of required documentation (see instructions prior to completing the form).  4.) Direct Deposit Form, students (required for all students working on campus for the first time; strongly encouraged for all students).

New payroll forms (Items 1 through 3) are required if the employee has not worked for the College since January 2009. New forms are also required if the employee wants to change their tax withholding information. Incomplete or missing forms will result in the entire packet being returned to the supervisor for completion and may delay timely payment of wages earned.

Summer employment forms are available at the links above or from Human Resources, x4302.

Housing

Housing is not allowed to be provided as part of an individual's compensation package. The only exception will be Summer Hosts and Resident Advisors who are hired to provide oversight of the residence halls during the summer. Information regarding summer housing availability and rates is available from Residential Life, x4023.

Meals

Meals are not allowed to be provided as part of an individual's compensation package. Summer Programs will attempt to provide housing that includes kitchen facilities whenever possible. All summer students must pay for meals that are eaten in the dining halls. 

Exceptions

Exceptions to the guidelines above will only be approved in extreme circumstances and must be approved by the Vice President of Administration and Finance.