Frequently Asked Questions for Students

Getting Hired

I have been offered a job on campus. What do I do next?
Before you start working, you must visit the Human Resources Office in McConnell Center 310 in order to be hired. You will be provided with paperwork to complete and you will need to present legal documentation verifying your eligibility to work in the U.S. The HR Office is open Monday to Friday from 8am to 12pm and 1pm to 5pm.

Tax Forms
Two of the documents you will need to complete are the federal and state tax withholding forms. Please consult with your parents or tax accountant to identify what withholding amount(s) you should report for those forms.

What if I don't have my original legal documents to prove I'm eligible to work in the U.S.?
(e.g. U.S. passport, or student identification card and social security card; the complete list of eligible documents can be seen on the back of the Employment Eligibility Verification Form – see the "Hiring Paperwork" section below.)
Federal employment regulations require that all employers view, copy and sign off attesting to having been presented original and valid legal documents to verify a person's eligibility to work in the United States. If you are not able to present any of the eligible documents you are not permitted to work. If your documents are at home, you can have your parents or guardian mail your documents to campus using a secure service with tracking capabilities.

What if I already have another job on campus? Do I still need to visit HR?
If you're currently getting paid for another Pitzer job you do not need to visit the HR office. Please check to see if you're already on payroll, by calling Maricela Rios at (909) 607-9436 or by email at maricela_rios@pitzer.edu.

I'll be driving a Pitzer vehicle as part of my job. Are there any additional requirements for me to complete?
We will need to verify that you have a driving record acceptable to the Colleges' automobile liability insurance. To do this, you need to complete and submit a release form to the Human Resources Office, along with two copies of your driver's license. This will authorize our insurance carrier to run a report from the California Department of Motor Vehicles and determine if you meet our driving record standards for insurability. The form is available in the HR Office or by email from Maricela. The results of the report will be submitted to your supervisor within approximately two weeks.

Hiring Paperwork

SUBMITTING HOURS FOR PAY

How do I submit my work hours for payment?
On a student timesheet, you must write down the start and ending time of the hours you worked each day. There are separate timesheets for work study and non-work study campus jobs. Please read below regarding how to obtain the one specific for your position.

Where do I get a timesheet?

Non Work Study: The timesheet and hourly pay schedule are available on Sakai under the Human Resources documents section, or by visiting or emailing Maricela in Human Resources. The HR Office is located on the top floor of McConnell Center in Suite 310.

Work Study: Timesheets and submission deadlines are available from the Financial Aid Office in Scott Hall 125.

Am I entitled to a lunch break?
Perhaps – it depends on how many hours you work. If you work more than five hours in one day you are required to take a meal break of at least 30 minutes and you must write down the start and end times for that break on your timesheet. Meal breaks are not paid time. Of course, your supervisor may schedule a meal break for you even if you don't work five or more hours – just keep in mind that this time is not paid.

In addition, you are also entitled to a 10-minute rest break for every four-hour block of time that you work. Rest breaks are paid time and should not be written down on your timesheet.

How do I complete a timesheet?
Please keep in mind that your timesheet is a legal, employment document. By writing down your work times and signing the timesheet you are confirming that those are the hours you worked. It is therefore important that your timesheet be completed accurately.

On the non work study timesheet, the rows are numbered for the specific days of the month; e.g. if you worked on October 12, put your work hours down on the row numbered "12". You must write down your exact start and end times – for example:

Total up the hours you work each day in the subtotal columns on the far right labeled "REG" for regular hours and "OT" for overtime hours. At the bottom of the timesheet total up your regular and overtime hours for the whole, two-week pay period. Finally, sign the timesheet at the bottom.

Need Help? If you have any questions or need further assistance with your timesheet, please ask your supervisor or contact Maricela Rios in Human Resources (for non-work study) or Catherine Acosta in Financial Aid (for work study).

How do I know if I worked overtime?
Generally, student employees are not scheduled to work overtime. However, if you should be required to work extended hours for a special event or project you may end up working overtime hours. Overtime in the state of California is calculated as follows:
• hours worked over 8 in one day, OR
• hours worked over 40 in a week, OR
• any hours worked on the 7th consecutive day.
Double time is paid for hours worked over 12 in one day OR over 8 on the 7th consecutive day worked.

When and to whom do I turn in my timesheet?
Your timesheet must be submitted according to the payroll deadline schedule for hourly employees at the end of every two-week pay period – regardless of the number of hours you work.

•     Non work study timesheets should be submitted to your supervisor for approval and processing. The payroll schedule for timesheet submission is available on Pitzer's intranet, Sakai, by clicking here.
•     Work study timesheets should be given to your supervisor for signature and then submitted to the Financial Aid Office in Scott Hall 125.

Paychecks

How do I get my paycheck?
Your paycheck will be issued every other Friday according to the hourly schedule, except when issued early due to a College observed holiday. It will be delivered to your campus mailbox in the Atherton Hall Mailroom.

If I live off campus can I have my check delivered to my home address instead?
Yes, just notify Hortensia Lopez in Human Resources at (909) 607-4597.

I lost my paycheck – can I have it reissued?
Yes, you can request to have your lost check reissued. There will be a five-day waiting period during which we will cancel the old check and issue you a new one. If you should find the original check anytime after requesting a reissued check, you must forfeit the check to Human Resources as it is no longer valid. The bank will contact the Human Resources Office if someone tries to cash a cancelled check.

I'm leaving early for fall/spring break. Can I get my paycheck early?
No, we do not release paychecks before pay days. Please review the pay schedule and plan ahead for breaks.

I won't be on campus when my final paycheck is issued at the end of the academic year in May. Can I have it forwarded to my permanent home address?
Yes, for your convenience, the Mailroom offers forwarding service at the end of the academic year every May. For details on how to request to have your paycheck forwarded, please contact the Mailroom at (909) 607-3827 or email the Mailroom Supervisor, Kathy Kile, at kathy_kile@pitzer.edu.