Student Employment Responsibilities and Procedures

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.

Once you begin your on-campus job, you may update your W-4 withholding and enroll in direct deposit online. If you do not complete a W-4 form, the Payroll Office will use standard default deductions. (Campus earnings are considered taxable income.)

Jobs are associated with a specific time period and a maximum Earnings Limit—shown in the Offer Letter and on the myPugetSound Job & Earnings page. 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 myPugetSound, you will be able to access your Job & Earnings page, 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.

Commonly, jobs involve approximately 9 hours per week on average.

To determine the average hours per week that you would need to work to earn the full amount of your Earnings Limit (shown on the Job & Earnings page 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 holiday periods if it is within the job duration).

Student staff members may work up to 19 hours per week during the academic year while classes are in session. 

Students may work up to 40 hours per week during holiday break periods and summer — combining all campus jobs — during any work week (Monday-Sunday).

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.

As 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 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 the calendar provided by Payroll 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. Once you begin your on-campus job, you will be able to enroll in Direct Deposit online through myPugetSound.

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 unemployment benefits, or vacation pay. 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. For complete information regarding worker’s compensation, see the university’s policy on Workplace Safety.

Student staff members are eligible to accrue paid sick leave. This leave will accrue at a minimum rate of one (1) hour of paid sick leave for every forty (40) reported hours. Sick leave may be used to care for individual or family health needs, for qualifying absences under the state’s Domestic Violence Leave Act, and when a workplace or child’s school/day care has been closed for a health-related reason. The university will not discriminate or retaliate against staff members for the authorized use of paid sick leave. If you feel you are being discriminated or retaliated against, contact Human Resources. For complete information regarding paid sick leave, see the university’s sick leave policy.

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 Associate Director of Student Employment Programs, Training, and Development at CES 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.

Federal Work-Study (FWS) and State Work-Study (SWS) are need-based financial aid programs that provide you with a work opportunity. The award represents the maximum you may earn. Because earnings are subject to a student's desire and ability to work, the university cannot guarantee 100% earnings of the award. Performance expectations for FWS/SWS recipients are the same as for any other student employment position on campus. Your continued participation in the FWS/SWS 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 FWS/SWS 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.