Student Employment

The Office of Human Resources oversees the employment process for students working at Harvey Mudd College. Please notify the department’s administrative staff so that they may submit job information to the Office of Human Resources to process through Workday. For department administrative staff contacts, please email studentpayroll@hmc.edu.

Marisela Gonzalez, Assistant Director for Human Resources, ensures that student employees are paid accurately and on time. HR assists departments to facilitate new hire and employment transactions for all Harvey Mudd students.  HR also supports the employment process for students from other Claremont Colleges and temporary staff working at Harvey Mudd College.

Work Eligibility During the Academic Year

  • Student employees are limited to working a maximum of 20 hours per week during the academic year.
  • HMC and TCC students are permitted to be hired.
  • Student employee must reside in California and be enrolled as a student in the Fall.
  • Student employee must meet and complete the Form I-9 eligibility verification, prior to beginning any work assignment.

Login

Students and TCC Students may access the employment portal and timekeeping system with their Harvey Mudd credentials. Please note: if you are working at Harvey Mudd College for the first time, you will not have access to Workday or Kronos.

Key Information

– New Hire – Onboarding

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

  1. Before you start work, see the department payroll supervisor or administrative staff.
  2. The department payroll supervisor or administrative staff member will submit new hire information to HR.
  3. You will be onboarded and will receive an email to complete employment forms online.
  4. After completing the forms online, present your original I-9 documents in person.
    • Harvey Mudd Students – go to Kingston Hall Room 123 to see Marisela Gonzalez.
    • Non-Harvey Mudd Students – go to Kingston Hall Room 133 to see Anu Jindal.
  5. Once your onboarding file is complete, you will receive an email to confirm that you are on payroll with orientation information. You will then be able to log in, submit timesheets, and use the self-service features listed on this page.

Q:  Do I need to show you my I-9 document? Can I send you a copy?

A:  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. Please review the list of acceptable documents (PDF). Scanned images and photocopies are not acceptable. If your documents are at home, you will need to have it sent to you immediately. This will delay your start date.

Q: What if I don’t complete the I-9 form and show documents?

A: If you are not able to present any of the documents to satisfy Form I-9, you are not permitted to work. There are no exceptions to this requirement.

Q:  I don’t have a social security number. What should I do?

A:  In order to get hired and paid in Workday, you will need to provide your social security number. If you need to apply for one, please email the HR staff to obtain an employment verification letter before going to the social security office. This will delay your start date.

– Job Aids

Workday Employee Self-Service Job Aids

Kronos Time and Attendance Job Aids

Browser Requirements

– 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

  • All Student Employee paychecks will be mailed to the home address in Workday.
  • Avoid lines at the bank, lost paychecks, or delays by signing up for direct deposit (PDF)!*

Lost or Damaged Paychecks

If you lost your paycheck, email studentpayroll@hmc.edu 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 lost 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 Office of Human Resources 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 Human Resources. If you are unable to present the original check, the five-day waiting period will apply.

– Timesheets

  • Work hours must be recorded on the actual dates and times worked.
  • Meal period(s) must be recorded onto the timesheet to reflect the start and end times of the meal period. Review the video tutorial (start at 1:32) on how to enter meal periods.
    • Meal period must be taken before the start of the fifth hour (4:59).
    • See HMC Employment Policies section for additional information regarding meal periods.
  • When your timesheet is complete for the pay period, be sure to approve your timesheet. Please refer to the payroll calendar in the above section for deadlines.

Late Timesheets

  • All employees are expected to submit timesheets on time. Please refer to the payroll calendar for deadlines.
  • If you missed the deadline to submit timesheet(s) or need to report additional hours from a previous pay period, you will need to submit a Historical Edit Request.

Student Employment Handbook

This student employee handbook applies to all student employees at Harvey Mudd College (also “HMC” or “College”). It contains information about the College’s employment policies and procedures and other information in effect at the time of publication. The latest version of the handbook will be maintained on the College HR website. 

This handbook is not intended to cover all possible situations that may arise in your relationship with the College. HMC reserves the right to interpret and administer the provisions of this handbook as needed. Except for the policy of at-will employment, which can only be changed in writing by the College’s president, the College has the maximum discretion permitted by law to change, modify, or delete any provision in this handbook or benefit described in this handbook at any time in writing, with or without notice. However, oral statements or representations cannot supplement, change or modify the provisions in this handbook. 

This handbook replaces all earlier handbooks, and supersedes all prior inconsistent policies, practices, and procedures. The provisions in this handbook are not intended to in any way create any contract with respect to your employment. 

Each student employee should read and become familiar with the information contained in this handbook. Questions concerning this handbook should be directed to your supervisor or the Office of Human Resources. You may reach us for assistance at hr@hmc.edu and we look forward to connecting with you. 

– Student Employment at Harvey Mudd College

The Office of Human Resources and Student Employment 

The Office of Human Resources oversees the employment process for students working at Harvey Mudd College. Students who are seeking jobs on campus can visit the Office of Career Services’ student pages for assistance. Job postings for available on-campus student positions are available to view via Handshake. Once you have accepted an offer, please notify the department’s administrative staff so that they may submit job information through Workday to the Office of Human Resources to process. For department administrative staff contacts, please email studentpayroll@hmc.edu. 

Equal Opportunity and Nondiscrimination Statement 

Harvey Mudd College is an equal opportunity and affirmative action employer committed to providing a workplace free of discrimination, harassment, and disrespectful or other unprofessional conduct. This includes discrimination, harassment, and disrespectful or other unprofessional conduct based on race (inclusive of traits historically associated with race, including, but not limited to, hair texture and protective hairstyles), color, creed, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, age, sexual orientation, national origin (including language use and protected use of a driver’s license issued to undocumented persons under California Vehicle Code section 12801.9), ancestry, religion (including all aspects of religious belief, observance, religious dress and grooming practices), marital or registered domestic partner status, military service and veteran status, physical or mental disability, medical condition (including genetic characteristics and cancer or a record or history of cancer), genetic information, or any other legally protected class. The College also prohibits discrimination and harassment based on the perception that someone is a member of a protected class or is associated with a member of a protected class. 

Consistent with applicable law, the College will provide reasonable accommodations to (a) otherwise qualified applicants and employees with disabilities; (b) pregnant employees who request an accommodation for pregnancy, childbirth, or related medical conditions; (c) employees who are the victims of domestic violence, sexual assault, or stalking; and (d) applicants and employees based on their religious beliefs, observance, and practice. 

In addition, the College prohibits retaliation against individuals who raise complaints of discrimination or harassment or who participate in workplace investigations concerning such complaints.  

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment. It is the responsibility of all employees to conscientiously follow this policy.   

For information about the College’s internal procedures for addressing complaints of discrimination, harassment, and retaliation, please refer to the College’s Prohibited Discrimination, Harassment and Retaliation Policy available online at  https://www.hmc.edu/human-resources/policies-procedures-and-guidelines/. 

Statistics Regarding Crime on Campus 

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, Harvey Mudd College is required to prepare, publish, and distribute an Annual Security Report. The report consists of two parts: disclosure of the College’s crime statistics for the past three years and campus security policies and practices. You may access the annual campus safety report online or submit a request for a printed copy to: The Claremont Colleges Department of Campus Safety, 150 East Eighth St., Claremont, CA 91711. Questions may be directed to the Department of Campus Safety at 909.621.8170 or the dean of students office at 909.621.8125. 

– Student Employment Policies

As an employee of HMC, you are expected to be familiar with the policies, procedures, and guidelines below and how they apply to you. 

Work Eligibility 

The College establishes guidelines pertaining to student work eligibility during the academic year and during the summer. To qualify for employment on campus, a student must be both enrolled full time and actively attending classes at HMC or one of the other Claremont Colleges. Please see the most current guidelines for work eligibility on the HR website. Under the Federal Work-Study (FWS) program, students may qualify if attending at least half-time. 

At-Will Employment 

Students are temporary employees of Harvey Mudd College. Employment is at will, for both the student employee and the College. This means that a student may quit at any time, with or without notice, and the College may terminate a student’s employment at any time, with or without notice. There is no promise that employment will continue for a set period of time, nor is there any promise that a student’s employment will be terminated only under particular circumstances. 

Hourly Employment 

All student employment at HMC is hourly and students are subject to applicable federal and state wage and hour laws pertaining to overtime, minimum wage, meal periods and rest breaks. Students are required to account for and record all hours worked.  

Generally, and in the case of students who hold their positions in connection with the Federal Work-Study Program in particular, student employees may not work more than 20 hours per week when school is in session (during winter and spring breaks, students may be permitted to work up to 40 hours a week). and never more than eight hours in single day (total for all departments). Students may not work during their scheduled class times, nor will they be paid for work performed in more than one job at the same time (i.e., no overlapping or duplicate hours permitted). Student employees who are participating in the Federal Work Study Program are not permitted to work more than their allotted number of hours, and it is the student’s responsibility to monitor their Work Study earnings to ensure the allotted number of hours is not exceeded. 

Employment of Minors 

The College does not employ individuals under the age of 18, even during summer periods, except for full-time enrolled students who have not yet reached their 18th birthdays. 

HMC Drug-Free Workplace Policy 

HMC is committed to providing a safe, healthy and productive work environment. Consistent with this commitment, and its obligations under applicable law, the College maintains a Drug-Free Workplace Policy. All employees, including students, must comply with this policy.  

HMC Sick Leave Policy  

All student employees who work at least 30 days within a year, are eligible to take paid sick leave. Student employees accrue paid sick leave at the rate of one hour for every 30 hours worked and may carry over accrued but unused paid sick leave from one fiscal year to the next up to a maximum of 48 hours. Sick Leave is available for use after the first 90 days of employment, but no more than 24 hours of accrued sick leave may be used during any one fiscal year. 

Sick Leave must be used in increments of 2 hours or more and may be used in connection with the diagnosis, care or treatment of an existing health condition for, or the preventive care of, the student employee or a student employee’s immediate family member. Sick Leave may also be used by a student employee who is a victim of domestic violence, sexual assault, or stalking to seek help or obtain a restraining order. Student employees requesting time off under this policy should provide as much advance notice to their supervisor as practicable.  

Unused sick leave is not payable upon termination of employment. If the student returns to the College as an employee in any capacity within one year from the date of separation, the sick leave bank will be reinstated. 

Please contact Human Resources for additional information.  

Meal Periods and Rest Break Policy 

Consistent with applicable law, student employees are entitled to take a 10-minute break for every 4 hours worked or major fraction thereof. For purposes of this policy, “major fraction” means any time greater than two hours. Rest breaks should be taken as close to the middle of each work period of four hours as reasonably possible. Student employees are paid for all rest break periods and should not clock out/in when taking one. 

Student employees who work more than five hours in a workday are required to take an uninterrupted, unpaid meal period of at least 30 minutes, before the conclusion of their 5th hour of work. Student employees who work no more than 6 hours in a day may voluntarily agree to waive the meal period if their supervisor agrees to allow such a waiver. Student employees must accurately record the meal period time out and back in on their Kronos time report. 

During meal periods and rest breaks, student employees are relieved of all work duties and may leave the premises. Student employees are not expected to remain “on call” during meal periods or rest breaks nor are they expected to be available to respond to messages or monitor telephones, email, or other messaging devices. 

These meal period and rest break requirements apply to the combined hours of all student employment positions. For instance, a student working two back-to-back 4 hour shifts in different departments will get two 10-minute (paid) breaks and a 30-minute (unpaid) meal break, even though the student works only four hours in each job. If a student works in multiple positions, they need to be sure to communicate with their supervisors to ensure that they are receiving their required meal periods and rest breaks.  

Students are required to notify their supervisors and the Office of Human Resources if they miss or are not able to take their meal period or rest breaks.  

Lactation Accommodations 

Special accommodations are made for student employees who are nursing mothers. For information concerning the College’s lactation accommodation policy.

Sexual and Other Forms of Prohibited Discrimination and Harassment 

Harvey Mudd College strives to maintain an environment for student employees that is free of sexual and other forms of prohibited discrimination and harassment. The College’s Prohibited Discrimination, Harassment and Retaliation Policy and Title IX Policy explicitly identify specific forms of prohibited conduct, reporting and complaint resolution procedures, and resources available to students who experience prohibited conduct. For further information concerning these policies students should contact Human Resources [insert contact information] and/or the College’s Title IX Coordinator [insert contact information]. 

Appropriate Behavior with Students  

HMC discourages faculty and staff from becoming involved in consensual intimate, amorous, or sexual relationships with students (HMC and non-HMC) and absolutely prohibits such relationships whenever such an individual exercises authority over, supervises, or evaluates HMC and non-HMC students, including in the context of student employment. Violations of this policy are subject to administrative action. 

Confidentiality 

In the course of discharging their duties and responsibilities student employees may have access to confidential information and must exercise the highest degree of care to safeguard and maintain the confidentiality of such information. 

Emergency Preparedness and Employee Safety 

Student employees should familiarize themselves with HMC’s workplace emergency preparedness and safety protocols. Concerns regarding safety should be promptly reported to their supervisor or Human Resources. Information concerning the College’s emergency preparedness and safety protocols may be accessed here. 

Workplace Violence 

The College does not tolerate workplace violence. Consistent with this policy, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect the College, or which occur at the College, in both physical and virtual spaces, will not be tolerated. Acts of violence, or threats of imminent violence, require an immediate response and should be reported to Campus Security at extension 72000 or by calling 909.607.2000. Reports of non-emergency incidents should be directed to your supervisor oHuman Resources.  

Injured at Work 

Student employees injured on the job should report injuries to their supervisor and to Human Resources immediately, and in all cases, no later than 24 hours after the injury occurs. Further instructions for reporting on the job injuries can be found on the HR website. Student employees are entitled to Workers’ Compensation benefits 

Employment Verification 

All requests for employment verifications must be directed to the Office of Human Resources. Faculty or staff members at the College are not authorized to release employment information to a third-party. 

– Required Hiring Paperwork and Onboarding 

As part of the employment process, student employees are required to complete a series of onboarding forms prior to their first day of employment. These forms are to be completed on the Workday HRIS Platform. Student employees will receive a notification from the Workday system once these are available on the platform. Failure to complete these forms will result in a delay in onboarding.  Employees will not be allowed to work until they have completed all required onboarding processes.  

Change Emergency Contacts 

In the event of an emergency, HMC may need to notify an employee provided-emergency-contact. 

Complete Form I-9 

Form I-9 is required by all U.S. employers to verify the identity and employment authorization to work in the United States. Each new student employee must complete this form no later than the first day of employment. Students may not perform any work until this requirement is satisfied. Additionally, new student employees must present acceptable documents confirming their identity and employment authorization. For more information, please visit HMC’s student employment website or contact the Office of Human Resources at hr@hmc.edu. 

Disability Self-Identification 

As a federal contractor, HMC is required by federal law to provide equal employment opportunity to qualified people with disabilities. This form is an opportunity for the employee to identify any disabilities they have or have had. Answers are maintained confidentially, and not seen by selecting officials or anyone else making personnel decisions. 

Government IDs 

Employees will need to enter their social security number during this step.  

F-1/J-1 Student Employment Eligibility 

For a student with an F-1 or J-1 visa to be eligible for employment with the college, they must attain a valid social security number through the Social Security Administration (SSA). Once a job has been offered to an F-1 or J-1 student, a request must be made to the Office of Human Resources to secure an employment verification letter. This letter, along with other immigration status documents, must be submitted to the SSA to apply for a social security number. Once a student’s application is successful, they will receive a receipt from the SSA confirming their eligibility for a social security number. The social security card will be mailed to the student within 30-45 days. Please submit your social security card for review to the Office of Human Resources upon receipt. To learn more about this process, please contact the Division of Student Affairs. 

Payment Election Enrollment Event 

The is an opportunity for the employee to indicate a preferred method of payment of earnings. Including the option to elect direct deposit. The first paycheck after direct deposit has been elected will be a physical check. 

State and Federal Withholding Elections 

State and Federal W-4 forms required for employers to withhold a specific amount of tax on each paycheck. Should you require assistance with this form, please contact your tax advisor. 

Sexual Harassment Prevention Training 

All non-supervisory employees, including student employees, are required to complete the College’s harassment prevention training course within 30 days of the date of hire, and periodically thereafter as required by law. The training course is available online and is one-hour in duration. The time it takes to complete the training course will be paid and, as such, student employees must accurately record the time spent training in Kronos. Student employees will receive an email from Human Resources with information concerning the online training course. 

Update Personal and Contact Information 

This form allows new employees to review and enter relevant information pertaining to personal and contact information. 

Veteran Service Identification 

Federal contractors are required to take affirmative action to employ and advance in the employment of disabled veterans, recently separated veterans, active-duty wartime or campaign veterans, and Armed Forces service medal veterans. This form is an opportunity for the employee to declare their status as a veteran. 

– Timekeeping Requirements and Payroll Information 

Student employees are required to accurately electronically record all time worked daily. Time records must reflect all hours worked, any absences, early or late arrivals, early or late departures, and the beginning and ending time of each meal period. Work and paid time off hours is rounded to the nearest 15-minute increment.  

At the end of each pay period, student employees must verify that the time recorded is an accurate reflection of the time worked. Altering, falsifying, tampering with time records, or recording time on another person’s time report may result in disciplinary action, up to and including termination of employment. 

Late Timesheets 

If you miss the deadline to submit records or need to report additional hours from a previous pay period, such information must be submitted via a Historical Edit Request online.  

Lost or Damaged Paychecks 

If you lose your paycheck, promptly email studentpayroll@hmc.edu to report the lost check along with the date of the check was issued and amount. There will be a waiting period of five business days during which your lost check is cancelled, and a new check will be issued. If you should find the original check any time after requesting a new check, you must return the original check to the Office of Human Resources as it is no longer valid.  

If your paycheck is damaged (e.g., ripped, torn, etc.), we can reissue a new check within 1–2 business days if the original check is presented to Human Resources. If you are unable to present the original check, the five-day waiting period will apply. 

Overtime 

Student employees may not work more than 20 hours per week when school is in session (during winter and spring breaks students may be permitted to work up to 40 hours a week) and never more than eight hours in single day (total for all departments). 

In California, overtime is considered when working more than eight hours in a workday, more than 40 hours in a workweek (Saturday through Friday), or seven days consecutively in a workweek. Such occurrences are compensated at one and one-half times his or her regular rate of pay.

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 six days consecutively within a workweek (Saturday through Friday)

However, in an emergency, with the prior approval of the student’s supervisor, a student may work more than 20 hours in a single week and eight hours in a single day. If the total hours worked exceed eight hours in a single workday or forty hours in a single work week, or involve hours worked on a seventh consecutive day, students will be compensated at overtime rates established by applicable law. 

Student employees who hold more than one job and are reporting to two different supervisors must notify both supervisors prior to working more than eight hours in a single workday, forty hours in a work week or seven consecutive days. It is the responsibility of the student employee to make both supervisors aware that overtime will be incurred. As noted above, student employees who hold more than one job may not work, and will not be paid, for overlapping hours. 

Paydays and Paycheck Distribution 

Student employees are paid on a bi-weekly basis every other Friday. 

Avoid lines at the bank, lost paychecks, or delays by signing up for direct deposit (PDF)If you do not sign up for direct deposit, checks will be available as follows: 

  • All Student Employee paychecks will be mailed to the home address in Workday.

Pay Transparency  

HMC will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, student employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with HMC’s legal duty to furnish information. 

Timekeeping System 

Kronos is HMC’s online timekeeping system. Kronos requires HMC credentials. All student employees are required to use the system to report accurate time worked. When your timesheet is complete for the pay period, be sure to approve your timecard. Please refer to the payroll calendar for deadlines and pay date schedule, located in the HMC Student Employment website. If you need help with your HMC credentials or have browser issues, please contact the Computing and Information Services CIS Help Desk at 951.607.7777. 

W-2 Forms 

The Claremont Colleges Services (TCCS) Payroll Office annually (by January 31st of each year) sends out the W-2 forms. Please ensure the home address in Workday reflects the correct mailing address by December 31st each year. Students will receive a paper W-2 form, unless the election was to receive an electronic W-2 in Workday. Students will have the ability to access and view their W-2 form in Workday, by January 31.  If your W-2 is lost or destroyed, you can access it directly through Workday under your Pay worklet. For additional questions or support, please email hr@hmc.edu  

Work Schedules and Workweek 

Supervisors are responsible for establishing work schedules that facilitate service and support operational needs. Actual starting and ending times vary depending upon operational requirements and may be adjusted to allow for changing circumstances. For the purposes of record-keeping and reporting overtime, a workday begins at 12:01 a.m. and ends at midnight 24 hours later. The workweek begins on Saturday at 12:01 a.m. and ends on Friday at 12:00 midnight. 

Attendance 

Student employees are responsible for arriving at work on time and communicating with their supervisor if they will be late or unable to attend work, as far in advance as possible. 

Holidays/Time Off 

Student employees are not eligible for holiday or vacation pay. Student employees should not be scheduled to work on college designated holidays unless it is considered an emergency and prior arrangements have been made with the student’s supervisor.