Information for students

Finding an On-Campus Job

Your job is an employment opportunity which will provide valuable work experience whether related to your major or not. Your supervisor is a potential reference when seeking employment after leaving Wheaton College.

Wheaton's Student Employment Program has been designed to be as flexible as possible and responsive to students' needs. We recognize that the amount of time available to work will vary significantly from student to student. We also recognize that students enter Wheaton with a variety of skills, interests and availabilities. Accordingly, we have developed a system which allows students to choose their own jobs and schedules. Students are responsible for finding their on-campus jobs and may visit departments directly to talk with faculty and staff about open positions.

The Student Financial Services (SFS) staff is available to assist students in finding work. Freshmen are strongly encouraged to schedule an appointment with our staff for guidance in this area. A job fair is held each fall where students and employers come together in one setting to explore work opportunities on and off campus. Other resources available for students seeking employment at Wheaton is an on-line Job Listing which is published each fall and advertises openings in individual departments throughout the year. To view job openings on line go to: http://www.wheatoncollege.edu/admin/SFS/SEO/Jobs/Home.html.

How to Interview Successfully

The interview is your chance to create a strong first impression and to tell an employer about yourself and the skills you can bring to a job. Here are some key elements of a successful interview:

• Prepare. Try to anticipate the interviewer's questions and practice your responses before going to the interview. Bring a resume and class schedule.
• Dress professionally. An employer's first impression will be based upon how you present yourself both verbally and physically.
• Show up on time. You only have one chance to make a good first impression. Punctuality is extremely important. Try to be at your interview a few minutes early.
• Provide a firm handshake and look people in the eye. A firm handshake conveys confidence.
• Ask questions about the job. Asking questions shows an employer you are interested and allows you to have a better understanding of the job.
• Thank the interviewer at the end. Ask him/her what the next step is in the hiring process (i.e., will they contact you; should you contact them?)
• Be sure to write a thank you letter when you get home.
• Above all, relax and enjoy. An interview is your opportunity not only for a prospective employer to learn about you, but also for you to learn about the employer, the job, and the working environment.

Eligibility to Work On Campus

To work on campus, all students must complete the following forms:(These forms should be completed before you begin to work.)

• I-9 Form
• W-4 Form
• Work Authorization Form
• Direct Deposit Form

Students may complete the forms at the information counter in Student Financial Services on the second floor of the Admission Building. Students cannot be entered on the payroll system and receive a pay check until all forms are filed.

The I-9 Form

View a sample copy of the I-9 Form

This form is required by federal law to show eligibility to work in the United States.

To complete the I-9 Form, students must present the following documents to SFS. Original copies are requested. Photocopies will not be accepted.

1. One item from the list below
   1. A current U.S. Passport
   2. Certificate of U.S. Citizenship
   3. Certificate of U.S. Natuaralization
   4. Alien registration card with photo
   OR

2. A combination of one document from each of the following lists:
   
   1. State issued driver's license
   2. State issued ID card with photo, name, sex, and date of birth
   3. U.S. Military card
   AND
   1. ORIGINAL social security card
   2. Certified birth certificate (original) issued by state, county or municipal authority
   3. Current INS employment authorization form

The W-4 Form

View a sample copy of the W-4 Form

View your tax status - what to consider when completing the W-4

All student employees should file a W-4 form at Student Financial Services. The W-4 form should be read carefully since the tax status claimed by the student determines how much Federal income tax will be withheld from their pay.

To be exempt, students must not have owed any federal tax and must have been entitled to a full refund of any tax collected last year. They also must not expect to owe any tax this year. Non U.S. citizens are not eligible to claim exempt status.

At present, dependent children with a gross income including any unearned income, which is less than $4,700 can expect a full refund of any federal income tax paid. Please keep in mind when you file your taxes at the end of the year all wages earned from all jobs held during the calendar year will determine how much federal income tax you may owe.

During the academic year, Wheaton students do not have Social Security tax (FICA) deducted from their checks. During summer and January breaks, FICA is withheld from students' checks because they are not attending classes. International students are not automatically exempt from paying FICA during non-academic time periods.

At the end of the calendar year a W-2 wage and tax statement is mailed to the students permanent home address from the Payroll Office. This statement is necessary for the filing of both federal and state tax returns.

Your Tax Status - What to Consider When Completing the W-4

Every year we are asked to assist students in completing the W-4 Tax Withholding Form. The following information is for use as a general guideline only; if you have questions regarding your individual circumstances you should seek tax advice from a qualified tax advisor.

Pros and Cons list regarding exemptions

Social Security Application

All student employees must have social security numbers before beginning to work. International students may receive assistance regarding social security numbers from the Global Education Center.

International students may present a receipt to the SFS showing an application for a social security number has been processed. They will then receive authorization to work. However,international students cannot be processed on the student payroll until a social security number is presented to SFS.

Updating the W-4 Form

If you are a student who claims exempt on your W-4 forms, you are required by the federal government to renew your W-4 form on a yearly basis. You may also update your W-4 form at any point if you wish to change your exemption status. To complete these forms, you may either: come to the Office of Student Financial Services (located on the Second Floor of the Admission building), or print out the PDF version from the link below and return them to the Office of Student Financial Services. If you are updating your W-4 form and wish to continue to be exempt, the form should be completed with your permanent home address and the word exempt should be written on line 7. Please contact Student Financial Services with any questions you may have.

PDF version of the W-4 Form

The Work Authorization Form

View a sample copy of the Work Authorization/HireForm

Each Wheaton student performing work on campus must complete the Student Employment Work Authorization Form. This form should be on file in SFS before the student begins to work. This will ensure that the student's work hours will be processed on the student payroll, and that the student will be paid in a timely manner. These forms are available at the SFS information counter, located on the second floor of the Admission Building.

The Work Authorization Form should be completed as follows:

• Part I
  The student completes the necessary information. If s/he will be working in more than one job, a separate form for each job is required. Agreeing to the conditions of employment, the student must sign the form .
• Part II
  To be completed by the employer.
• Part III
  The Student Employment Office authorizes students to work in a position for a specified allotment. This authorization section shows the account to be charged, the student's total allotment, the pay rate for the assigned job in the department, and the total hours per week authorized. The job's position number and suffix which connects the job to the departmental payroll time sheet are also shown.

The completed Work Authorization Form will be processed to initiate payment to the student. A copy is kept in the student's file, and the remaining copies are sent to the employer and student. Upon receipt of the completed copy, the student should verify the information, ie., correct title, pay rate, award, and maximum hours the student can work per week.

Direct Deposit

The College offers a paycheck direct deposit service for student employees. All Wheaton employees are required to use this service. To complete the direct deposit form, you should pick up the form at the Office of Student Financial Services. This form requires you to know information about your bank account, such as: your banks name, transit number, and your account number. If you have a personal check from the bank account you wish to use, you may attach the check with the word "void" written across the check. This means you will not need your bank account, or transit number written on the form, because the check will give the Payroll department the information needed to process your Direct Deposit for you.

Getting Paid

Submitting Work Hours