Frequently Asked Questions

Frequently Asked Questions about Student Employment

How do I find a job?
What is Work-Study?
What is the minimum wage in Washington State?
When can I start working?
Am I eligible for a student position?
Is the job search process competitive?
How often are the job postings removed or updated?
How many hours can I work?
When can I work more than 19 hours in a week?
What breaks am I entitled to during my work shift?
What are the pay periods and when do I get paid?
When is my timesheet due?
Where do I pick up my paycheck?
Can I have my paychecks mailed to me?
What is the I-9?
What documents do I need to show for the I-9?
Can I have a copy of my social security card, birth certificate or passport faxed to you?
How do I apply for/replace/correct/or change my name on my social security card?
What do International Students need to do to work on-campus?
Do I have to update my address directly with Student Employment or Payroll?
Do I get holiday pay?
Can I keep my job after graduation?
When does summer employment start?
When does summer Work-Study start?
What is the student FICA Exemption?
Do I have to report my earnings for tax purposes?

How do I find a job?
You can start by searching through the on-line job postings. To search the jobs click on the various employer links and use the information under "Job Description" and "Qualifications" to screen yourself. You may then call the contact person directly to find out how to apply for the positions you are interested in.

What is Work-Study?
Work-Study is a need-based program that is awarded through the Financial Aid office. It works by subsidizing a portion or all of your wages for an employer, and therefore creates a number of jobs that otherwise wouldn't be available. If you have Work-Study it will appear on your Financial Aid award letter. For more information about Work-Study, read the Work-Study information on our web site.

What is minimum wage in Washington State?
Currently, the minimum wage in Washington State is $7.93 per hour. On January 1, 2008 the minimum wage will increase to $8.07an hour. Washington currenty owns the title of the highest state minimum wage in the nation. For more information on how Washington's minimum wage is determined, please visit the Department of Labor & Industries' web site and read About Minimum Wage. Also of interest is the History of Washington State Minimum Wage.

When can I start working?
Jobs are posted for the Academic Year around Orientation Week in September, one week before Fall classes begin. This is the first day student employees can begin working in the Fall quarter. If you are a new student in the winter or spring quarters, you may begin working on the first class day of the quarter.

Am I eligible for a student position?
Undergraduate students taking 4 or more credits for the entire academic quarter are eligible during the quarter for a student position. Additionally, undergrads taking 6 or more credits are exempt from FICA deductions.

Graduate students taking 2 or more credits for the entire academic quarter are eligible during the quarter for a student position. Additionally, grads taking 4 or more credits are exempt from FICA deductions.

Is the job search process competitive?
Many students will be searching online and the job boards for employment opportunities immediately after they are posted in the Fall. The Fall hiring process is very competitive. Job opportunities diminish rapidly as the fall quarter progresses. The longer you wait to apply for employment the more difficult it will be to find a job.

How often are the job postings removed or updated?
Jobs are updated or removed from the listing as need be by supervisors or once the position is filled.

How many hours can I work?
Student employees can work up to 19 hours per week while school is in session.

When can I work more than 19 hours in a week?
A student may work up to 40 hours in a week during official class breaks:

• Orientation Week
• Evaluation Weeks
• Thanksgiving Break
• Winter Break
• Spring Break

What breaks am I entitled to during my work shift?

Meal & Rest Period Breaks for Student Employees
It is The Evergreen State College policy and a WA State Labor & Industries rule (WAC 296-126-092 and RCW 49.12) to provide a Meal and Rest period in accordance with employee work hours and schedule. In the interest of fairness, the College policy on Meal breaks and rest periods for student employees is consistent with those for Classified and Temporary workers at Evergreen.

Student employees at The Evergreen State College shall receive paid rest breaks and unpaid lunch breaks during their work hours in accordance with the basic provisions specified below. Student employee will need to schedule their breaks with their supervisors.

The basic Meal and rest break provisions are:

• Employees are required a one-half hour meal break (unpaid) when they work more than 5 consecutive hours.
• Meal breaks cannot be waived.
• If the employee works for four consecutive hours, s/he is allowed a 15-minute rest period (paid).
• Breaks and rest periods must be approved by the supervisor.

On-campus supervisors who have questions about the rules for classified, exempt, temporary and/or student workers should contact the Evergreen Human Resources Office (360) 867-5361.

What are the pay periods and when do I get paid?
Payroll is twice-monthly. The pay periods run from the 1st to the 15th, and from the 16th through the last day of the month. Paydays are on the 15th and last day of each month.

There is a 15-day lag from the end of the pay period to the payday. For the 1st - 15th pay period, you are paid on the last day of the month, and for the 16th - last day of the month pay period, you are paid on the 15th of the following month. If the payday ever falls on a weekend, you will be paid on the Friday before.

When is my timesheet due?
Time sheets are to be signed and turned in to your employer at the end of your shift on the last day of the pay period. If that is not possible, you should turn in your time sheet to your employer on the next day.

Where do I pick up my paycheck?
Paychecks are available in the Cashier's Office located in the first floor of the library building. Be sure to bring a valid picture ID. The Cashiers cannot release your check without seeing picture ID. The Cashier's Office is open 8:45am - 5:00pm on paydays.

Can I have my paychecks mailed to me?
You can request to have your paychecks mailed if you live outside the Olympia area, or if you will be leaving the local area for an extended period of time. Paychecks will not be mailed to on-campus or local Olympia addresses. In order to have your paychecks mailed, you must contact the Cashier's Office and complete a mailer. Paychecks will not be automatically mailed to you without a request. For more information, please contact the Cashier's Office at (360) 867-6445.

What is the I-9?
A completed form I-9, Employment Eligibility Verification form, is required for all employees. The purpose of the form is to verify that you are eligible to work in the United States. You must complete an I-9 with your employer before you start working.

What documents do I need to show for the I-9?
You will need to present original documentation that establishes both your identity and your employment eligibility. Most often, new employees present a picture ID or driver's license (to establish identity) and their social security card or birth certificate (to establish employment eligibility), or a US passport (establishes both identity and employment eligibility). Other documents are acceptable if you are a Native American registered with a tribe, a naturalized citizen, or an eligible non-citizen. Please contact the student employment office if you need more information about acceptable documents. Please note that original documents are required; copies and facsimiles will not be accepted.

Can I have a copy of my social security card, birth certificate or passport faxed to you?
No. We cannot accept copies or facsimiles. Only original documents will be accepted. The only exception is that you may present a certified copy of a birth certificate.

How do I apply for/replace/correct/or change my name on my Social Security card?
You can apply for a replacement card at the local Social Security Administration office. This is a FREE service. The local office is located at 402 Yauger Way SW in Olympia's westside, off of Mud Bay Road. For more information about getting a new social security card, please visit the Social Security Administration's web site at: http://www.ssa.gov/ssnumber/. For information about name changes go to http://www.socialsecurity.gov/pubs/10002.html#identity.

What do International Students need to do to work on-campus?
Eligible International students with F-1 or J-1 visas can hold on-campus jobs. International students can search through and apply for jobs like any other student. Once hired, you will need to complete an Employment Verification Eligibility form I-9. International students should do this directly with the Student Employment Office. You will be asked to present picture ID, social security card, visa, and your I-20 or DS-2019. If you do not already have one, you will need to apply for a social security number after you have been offered a job. An International Student Employment Certification form will be required; please contact the Coordinator for International Programs and Services at (360) 867-6421 for assistance with applying for a social security card. International students must also complete a W-4 form directly with the Payroll Office to determine their proper tax status for employment taxes.

Do I have to update my address directly with Student Employment or Payroll?
YES! The Payroll system is a separate computer system from the rest of student services, including Gateway. Even if you just updated your address on Gateway, you still need to update your address with Student Employment or Payroll. It is important that you keep your address up to date so that you will get your W-2 at the end of the year.

Do I get holiday pay?
No. Student employees are not eligible for holiday pay, and will be paid straight time for any hours they work on a holiday recognized by the college. The following holidays are recognized by the college:

• Labor Day
• Thanksgiving (2 days)
• Christmas (2 days)
• New Year's Day
• Martin Luther King, Jr. Day
• President's Day
• Memorial Day
• Independence Day

Can I keep my job after graduation?
No. All graduating students must stop working in a student position as of graduation day. Graduated students are no longer eligible for Work-Study or student employment status. However, your employer may decide to re-hire you as a temporary non-student employee after you graduate. As a non-student employee, you would not be eligible for the FICA exemption and it would cost your employer more to pay you than an eligible student. Therefore, many employers cannot continue employment after graduation.

When does summer employment start?
Students who did not graduate in June may start working in a summer institutional job the day after graduation. Students who are enrolled for 4 credits or more over the entire summer term are restricted to working no more than 19 hours a week. The full enrollment period is the time frame for this policy, not seat time in a classroom.

When does summer Work-Study start?
Summer Work-Study will start sometime between mid-June (after graduation) and July 1st depending on budget restrictions. The applications for summer Work-Study will be available in mid-April from Student Employment and Financial Aid.

What is the student FICA Exemption?
FICA is the Federal Insurance Contribution Act. This Act precludes students from participating in Social Security and Medicare coverage, based on enrolled number of credits. The Internal Revenue Service states that if the employment is "incident to" the education (i.e. the employee's primary purpose for being here is to attend school), then the student retains the Student FICA Exemption. However, if the education is "incident to" the employment, then the student loses the Student FICA Exemption (i.e. permanent staff who are taking classes, and temporary non-student employees). If a student loses the exemption, then 6.2% is deducted for Social Security and 1.45% is deducted for Medicare. The College also matches Social Security and Medicare deductions on a dollar-for-dollar basis. The credit hour eligibility determination is six (6) or more credits for undergraduates, and four (4) or more credit hours for graduate students. In order to be eligible for the student FICA exemption, you must be working on-campus at the college you are attending.

Do I have to report my earnings for tax purposes?
All earnings, both Work-Study and non-Work-Study, must be reported to the IRS according to tax laws. Please refer to the Internal Revenue Service web site for information on income reporting. The site can be reached by going to http://www.irs.gov/.