Student Payroll

Harvey Mudd College’s Business Affairs Coordinator, Chi Herrington, ensures that students and hourly employees are paid accurately and on time. She also assists department payroll processors.

Students who are seeking jobs on campus can visit the Office of Career Services for assistance. Once you are hired, please notify the department payroll supervisor or processor so that they may submit job information to the business affairs office. For more information on department payroll supervisors or processors, please email studentpayroll@hmc.edu.

Student Employment Portal

The Harvey Mudd Employment Portal allows Harvey Mudd students to access the Ultipro payroll system and EmpCenter time and attendance system.

Harvey Mudd students: Access the Employment Portal Login Screen

Please note: if you are working at Harvey Mudd College for the first time, you will not have access to Ultipro. Please see the department payroll supervisor or processor for assistance.

Harvey Mudd Students: New Hire – Onboarding

If you are working for Harvey Mudd College for the first time, you will need to complete hiring forms to be added to payroll.

  1. Before you start work, see the department payroll supervisor or processor.
  2. The department payroll supervisor or processor will submit a personnel action form to the Office of Business Affairs.
  3. The business affairs office will onboard you by sending a welcome letter with hiring forms to complete online.
  4. Come in to Kingston Hall 235 to complete orientation with your original I-9 documents.
  5. Once you are entered in Ultipro, our employment portal, you will receive an email from student payroll to confirm that you are on payroll with instructions to login. You will be able to submit timesheets and use the self-service features listed on this page.

Federal employment regulations require that Form I-9 is completed and original documents have been verified by the employer to establish identity and employment authorization. Acceptable documents (PDF) can be found on page 9 of the I-9 form in the hiring packet.

If you are not able to present any of the documents to satisfy Form I-9, you are not permitted to work. Students must be cleared by the business affairs office to begin work.

Forms W-4 and I-9 require your social security number. If you do not have a social security number and need to apply for one, please email studentpayroll@hmc.edu for additional instructions before going to the social security office.

Non-Harvey Mudd Students

If you are a student at one of the other Claremont Colleges and will be working at Harvey Mudd College, please do the following:

  1. Before you start work, see the department payroll supervisor or processor.
  2. The department payroll supervisor or processor will send your job information to Eva Gomez in the Human Resources office.
  3. Eva Gomez will will onboard you by sending a welcome letter with hiring forms to complete online.
  4. Come in to Kingston Hall 133 to complete orientation with your original I-9 documents.
  5. Once you are entered in Ultipro, our employment portal, you will receive an email from Eva to confirm that you are on payroll with instructions to login. You will be able to submit timesheets and use the self-service features listed on this page.

Federal employment regulations require that Form I-9 is completed and original documents have been verified by the employer to establish identity and employment authorization. Acceptable documents (PDF) can be found on page 9 of the I-9 form in the hiring packet.

If you are not able to present any of the documents to satisfy Form I-9, you are not permitted to work. Students must be cleared by Human Resources to begin work.

Forms W-4 and I-9 require your social security number. If you do not have a social security number and need to apply for one, please email eva_gomez@hmc.edu for additional instructions before going to the social security office.

Eva may be reached at eva_gomez@hmc.edu or 909.607.9700. Her office is located in Kingston Hall 133.

Login Instructions and Guides

Web Browser Compatibility and Settings

  • It is recommended that you use Mozilla Firefox (version 23 or lower) or Internet Explorer (version 10 or lower). Time and Attendance is not compatible with Safari or Google Chrome.
  • Please disable your pop-up blocker setting. Time and Attendance opens up into a new window or tab depending on your settings.

Self-Service Features in Ultipro

  • Update home address and phone number: Myself → Name, Address, and Telephone
  • View and print pay statements: Myself → Pay History
  • Change federal/state tax withholding allowance: Myself → Pay → Income Tax
  • View and print W-2s from prior years: Myself → Pay → W-2
  • Set up direct deposit (PDF)
  • Sign up for paperless statements (PDF)

Payroll Calendar and Paychecks

Keep track of pay periods, pay dates, and deadlines to submit timesheets by downloading this calendar to your computer.

Paycheck Distribution – Harvey Mudd Students

  • Academic year (September – May) – paychecks will be sent to your campus mailbox at Platt Campus Center
  • Summer staff – paychecks will be sent to Platt Campus Center
  • Summer research – the payroll office will go by the preference indicated on your summer research contract

Avoid lines, lost paychecks, or delays by signing up for direct deposit (PDF)!

Paycheck Distribution – Non-Harvey Mudd Students

During orientation, you may indicate where you would like your paychecks to be sent. If you prefer to have your paychecks mailed home or forwarded to your campus mailbox, please note that there could be a delay in receiving your paycheck by a few days. Get it on time by signing up for direct deposit (PDF)!

Lost or Damaged Paychecks

If you lost your paycheck, email student payroll to inform us that you’ve lost your check along with the date of issue and amount. There will be a waiting period of five business days during which your old check is cancelled and a new check will be issued. If you should find the original check anytime after requesting a reissued check, you must forfeit the check to the business affairs office as it is no longer valid.

If your paycheck is damaged (ex: ripped, ran through the washer/dryer), we can reissue a new check within 1–2 business days as long as the original check is presented to the business affairs office. If you are unable to present the original check, the five-day waiting period will apply.

Timesheet Entry

  • Work hours must be recorded on the actual dates and times worked.
  • Meal break(s) must be recorded onto the timesheet to reflect the start and end times of the meal break. See HMC Employment Policies section for additional information regarding meal breaks.

Here is an example of how you would record your meal break on the timesheet:

  • Start shift: 4:03 p.m.
  • Stop shift: 6:15 p.m. (meal break)
  • Start shift: 7:00 p.m.
  • End shift: 9:05 p.m.
  • When timesheets are completed for the pay period, be sure to click the “Submit” button on each timesheet if you have more than one job on campus. Please refer to the payroll calendar in the above section for deadlines.

Late Timesheets

  • If you missed the deadline to submit your timesheet(s) or need to report additional hours from a previous pay period, you can prepare an amended timesheet. Once submitted, the amended timesheet will be processed with the next payroll cycle.

Overtime

It is recommended that students do not work more than 20 hours per week and overtime will require approval from your supervisor prior to incurring the overtime. In California, the overtime provisions are hours worked:

  • over eight hours in any workday or
  • over 40 hours in any workweek (Saturday through Friday) or
  • sixth and seventh day consecutively in a workweek (Saturday through Friday)

If you have multiple jobs on campus, the combined total of hours worked in a day or week will apply. Please see the Harvey Mudd College Employment Policies section below for more information.

Payroll Forms

  • W-4 (PDF) may be updated anytime throughout the year
  • Direct Deposit (PDF) – Please complete this form to authorize the payroll office to set up your direct deposit. A voided check or statement from your bank indicating your account number, type of account, and routing number is required with the form. Return the form to Kingston Hall 235. Otherwise, you may set it up yourself in Ultipro (PDF).
  • Personnel Action Form (PDF) – Supervisors only

Harvey Mudd College Employment Policies

Meal Break Policy

  • Student employees who work more than five (5) consecutive hours in a workday are provided an unpaid, duty-free meal period of at least 30 minutes. If an employee works more than 10 consecutive hours, a second unpaid meal period of at least 30 minutes must be taken. Depending on the circumstances, an employee may be able to waive the second meal period.
  • The meal period should begin prior to the end of the fifth hour of work. Employees are required to enter the time the meal period begins and ends on timesheets. In the Timesheet Entry section, you will find an example of how to record your meal break on the timesheet.
  • The meal period cannot be combined with or added to rest breaks, and it cannot be used to cover a late arrival to work or to leave early.
  • If for any reason an employee is unable to take or does not take a meal period, a supervisor should be notified. If an employee is required to work during the meal period, the employee must be paid for the time worked and one additional hour at the employee’s regular pay rate, regardless of the length of the meal period.

Overtime Policy

In California, overtime is considered after working more than eight hours in any workday or more than 40 hours in any workweek (Saturday through Friday) and is compensated at one and one-half times his or her regular rate of pay.

Harvey Mudd College’s policy is that a nonexempt employee may only work overtime with prior approval from the supervisor, unless the overtime is due to an emergency in which case the employee is expected to notify his/her supervisor as soon as possible after working the overtime.

Guidelines for work shifts:

  • Work eight hours or less per day (total combined if you have multiple jobs on campus)
  • Work 40 hours or less per week (total combined if you have multiple jobs on campus)
  • Do not work more than five days consecutively within a workweek (Saturday through Friday)