Student Employment Responsibilities and Procedures

When you accept a Job Offer at Puget Sound, you agree with this student acceptance statement: "I have read and will comply with the employment responsibilities referenced below, as well as department-specific work expectations provided by my supervisor.  I accept this Job Offer with the understanding that I am responsible to monitor my earnings and to not exceed my Earnings Limit."

Student staff members perform essential services for the University community. Your acceptance of a campus Job Offer is a commitment to perform your duties in the manner agreed upon by you and your supervisor, and affirms that you understand and accept the University's student employment policies. Responsibilities and procedures include the following:

Required Forms
Before you are authorized to begin work as a university employee, you must complete the Federal I-9 form and submit it to Career and Employment Services (CES). Your employment may be terminated if CES does not receive this form.

To be paid, please also complete the payroll Direct Deposit form and Federal W-4 form. If you do not complete a W-4 form, the Payroll Office will use standard default deductions. (Campus earnings, both work-study and nonwork-study, are considered taxable income.)

Maximum EarningsJobs are associated with a specific time period and a maximum Earnings Limit—shown in the Offer Letter and on the PeopleSoft HR Job & Earnings screen. You are responsible to monitor your earnings to ensure the amount is not exceeded. The Earnings Limit does not represent a guarantee of earnings because actual earnings will depend on departmental needs and your availability to work. Unearned amounts are not carried past the end date of the Job Duration.

When you log in to PeopleSoft HR, you will be able to access your Job & Earnings screen, which lists the amount remaining to earn as of the most recent payroll. The information is provided to assist you and your supervisor with tracking the progress of your earnings.  Note: The Hours and Amount Remaining are updated twice a month with each Payroll process, and reflect hours worked and paid during the previous pay period—usually ending on the 6th and 21st of the month. Totals are updated each Payday and do not include hours you’ve worked since your last paycheck.

Hours of Work Per Week

Commonly, jobs involve approximately 10 hours per week on average. To determine the average hours per week you would need to work to earn the full amount of your Earnings Limit (shown on the Job & Earnings screen and in the Offer Letter) on a consistent basis for the Job Duration—not including holidays or break periods—use this calculation: Divide your Earnings Limit by your Pay Rate. Then divide that figure by the number of weeks you will be working (31 weeks for the full academic year, 15 for fall only, 16 for spring only, or 15 for summer). For this calculation, we assume students are working during finals weeks, but not holiday periods such as winter break and spring break (although with the consent of your supervisor you may work then if it is within the job duration).

Student staff members may work up to 19 hours while classes are in session and 40 hours during summer and holiday break periods—combining all campus jobs—during any work week (Monday-Sunday).

Job Duration 
These are the dates between which you are authorized to work in a job. When you begin work, you have established an obligation to remain in the job for the entire period specified.

Performance StandardsAs a student staff member, you play an important role in the achievement of the many tasks that are essential in fulfilling the University's mission, and you are accountable to the responsibilities for which you are hired.

Following are some examples (this list is nonexclusive) of problems or conduct that may result in corrective action, up to and including immediate termination and revoking of a work-study award: falsification of work or other University records; inefficient or unproductive use of work time; theft; misuse of University property; negligent, below standard, or unsatisfactory job performance; insubordination; failure or refusal to perform assigned work; violation of safety rules; dishonesty; patterns of absenteeism or tardiness; unprofessional, rude, threatening, or violent behavior; unauthorized disclosure of confidential University information; violation of laws or University policies (such as the Alcohol and Drug Policy or Campus Policy Prohibiting Harassment and Sexual Misconduct).

Student misconduct in the workplace that also involves a potential violation of student conduct standards as outlined in the Student Integrity Code may also be referred to the Associate Dean of Students for separate and independent adjudication.

Adjustments to your work schedule should be arranged in advance with your supervisor in accordance with the department's established policies and procedures. Your supervisor provides instructions about procedures to follow if illness or other unforeseen circumstances impact your work schedule.

University employees are paid by the 15th and the final day of each month. Generally, timesheets need to be finalized by the 6th and 21st of each month to ensure timely receipt of your payroll payment, but we encourage you to enter hours each day you work to avoid missing Payroll deadlines. Consult Payroll's calendar to see specific pay dates and deadlines for submitting hours.

University of Puget Sound’s Payroll office electronically deposits your pay to your bank account. If you've not done so previously, complete the direct deposit form and return it to the Payroll office in Howarth Hall, Room 016. Paychecks for students who have not signed up for direct deposit may be delayed.

Falsification of time sheet information is considered a violation of the Student Integrity Code.

Student employment positions are based on an hour's work for an hour's pay, and do not include sick leave, unemployment benefits, or vacation pay. If you regularly work more than 20 hours per week, you may be eligible to participate in the University's Tax-deferred Annuity Plan. For Plan information contact Human Resources. Student staff members are covered by the University's Worker's Compensation benefits should you be injured on the job. You are required to report your injury to your supervisor as soon as possible.

Student staff members whose work involves access to confidential information will be asked by their supervisors to complete a "Non-disclosure and Confidentiality Agreement" as required by University policy.

We request that you provide at least two weeks notice to your supervisor and the CES Student Employment Coordinator if you anticipate leaving a job before the end of the Job Duration. Appropriate notice provides your supervisor with an opportunity to make staffing arrangements to ensure that the goals of the department are met, and demonstrates your understanding of the value of such notice.

As a policy matter, student staff members do have the right to terminate their employment at any time with or without cause or prior notice, and the university retains the same right to terminate a student staff member’s employment at any time with or without cause or prior notice, regardless of any other documents or oral statements issued by the university or its representatives.

Work-Study Students Only
Your work-study award is part of your financial aid package and provides you with a work opportunity. The award represents the maximum you may earn from any on-campus student employment position(s) you accept. Because work-study earnings are subject to a student's desire and ability to work, the University cannot guarantee 100% earnings of the award. Performance expectations for work-study recipients are the same as for any other student employment position on campus. Your continued participation in the work-study program is dependent upon your financial aid eligibility, attendance at the University, and maintenance of satisfactory academic progress. You and your supervisor will be notified of award revisions. Depending on your individual circumstances, such revisions may require termination of your work-study award and employment. If your job does not provide sufficient hours to earn your entire award, talk with your supervisor to determine if the department can provide additional hours. If this is not possible, contact CES to discuss your options for obtaining supplemental work opportunities.

Student employment positions on campus are limited to currently enrolled students.


The University reserves the right to correct clerical errors and to update these requirements and procedures as needed.