Student Employment

Student Employment at Harvey Mudd College

The Office of Human Resources and Student Employment 

The Office of Human Resources oversees the hiring process for Harvey Mudd College students. Students who are seeking jobs with employers 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 hr@hmc.edu. 

Equal Opportunity and Nondiscrimination Statement 

Harvey Mudd College is an equal opportunity 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, subject to legally permitted exceptions, 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 discrimination or harassment complaints or 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, below.

Prohibited Discrimination, Harassment and Retaliation Policy

The College is committed to maintaining a work environment that is free of sexual and other forms of harassment based on protected classifications or combination of those protected characteristics listed in our Equal Opportunity and Nondiscrimination Statement. We strongly disapprove of and will not tolerate harassment of applicants, employees (as used in this policy for purposes of convenience only, and not as an admission of employment status, the term “employee” includes contract workers, unpaid interns, and volunteers) by administrators, managers, supervisors, co-workers or third parties with whom the College has a business, service or professional relationship  (including students) with whom employees come into contact.

In addition, we prohibit retaliation against individuals who raise harassment complaints or participate in workplace investigations.

Harassment includes verbal, physical, and visual conduct that creates an intimidating, offensive, or hostile working environment or that interferes with an employee’s work performance. Such conduct constitutes harassment when (1) submission to the conduct is made either an explicit or implicit condition of employment; (2) submission or rejection of the conduct is used as the basis for an employment decision; or (3) the harassment interferes with an employee’s work performance or creates an intimidating, hostile, or offensive work environment.

Harassing conduct can take many forms and may include, but is not limited to, the following (when based upon a protected classification or combination of those protected characteristics): slurs, jokes, statements, gestures, assault, impeding or blocking another’s movement or otherwise physically interfering with normal work, pictures, drawings, or cartoons, violating someone’s “personal space”, foul or obscene language, leering, stalking, staring, unwanted or offensive letters or poems, offensive email, voicemail or text messages.

Sexually harassing conduct in particular may include all of these prohibited actions, as well as other unwelcome conduct, such as requests for sexual favors, conversation containing sexual comments, and other unwelcome sexual advances. Sexually harassing conduct can be by a person of either the same or opposite sex. Sexually harassing conduct need not be motivated by sexual desire to violate this policy. For example, hostile acts toward an employee because of their gender can amount to sexual harassment, regardless of whether the treatment is motivated by sexual desire.

Any employee who believes they have been the subject of, or who has witnessed, harassment or retaliation should immediately report the alleged harassment/retaliation following the complaint procedures described in the College’s Prohibited Discrimination, Harassment and Retaliation Policy also available online at https://www.hmc.edu/human-resources/policies-procedures-and-guidelines/. Employees may also use these procedures to complain of discrimination or retaliation.

Supervisors and managers who receive complaints or who observe conduct in violation of this policy should immediately inform the Office of Human Resources or other appropriate administrators so that an investigation may be initiated. Any reported harassment complaint will be investigated thoroughly and promptly. The investigation will be handled in as confidential a manner as possible consistent with a full, fair, and proper investigation.

If a violation of this policy is established, we will take corrective and/or disciplinary action. Corrective action may include, for example, training, referral to counseling, or disciplinary action ranging from a verbal or written warning to termination of employment, depending on the circumstances.

In addition to notifying the College about harassment, discrimination or retaliation complaints, affected employees may also direct their complaints to the California Civil Rights Department (“CRD”) or the United States Equal Employment Opportunity Commission (EEOC). The nearest office can be found by visiting the agency websites at www.calcivilrights.ca.gov and www.eeoc.gov.

The College also has a Title IX Policy which explicitly identifies specific forms of prohibited conduct, reporting and complaint resolution procedures, and resources available to students who experience prohibited conduct. For further information concerning this policy students should contact Human Resources (hr@hmc.edu) and/or the College’s Title IX Coordinator Danny Ledezma at dledezma@hmc.edu or 909.607.4015. 

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 on their time record. Student employees will receive an email from Human Resources with information concerning the online training course. 

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 latest 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. 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 accurately 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) or seven days in one workweek. Generally, it is preferred that students work no more than five hours in any workday.  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 at the College who have not yet reached their 18th birthdays.  Such full-time enrolled students are not subject to minor work restrictions for non-high school graduates.

HMC Drug-Free Workplace Policy 

HMC is committed to 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 follow this policy and students must review this policy.  This policy also outlines drug testing standards which will also apply to student employees when there is a reasonable suspicion that a student employee is under the influence of a prohibited drug or alcohol (this includes marijuana in the form of THC).

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 80 hours or ten days, whichever is more. Sick Leave is available for use after the first 90 days of employment, but no more than 40 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, stalking, specified crimes, or other acts of violence, to seek help or obtain a restraining order or for other permitted reasons. Sick Leave is further available for otherwise unpaid bereavement leave or reproductive loss leave purposes. For the purpose of this policy, “family member” means (a) a child, (b) a biological, adoptive, or foster parent, stepparent, or legal guardian of a staff member or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the staff member was a minor child, (c) a spouse, (d) a registered domestic partner, (e) a grandparent, (f) a grandchild, (g) a sibling, or (h) or other persons living in the employee’s immediate household. A “child” includes a biological, adopted, or foster child, stepchild, legal ward, a child to whom the employee stands in loco parentis or child of a registered domestic partner.  In addition, employees may use paid sick leave for a person designated by the employee at the time leave is requested. The College will limit an employee to one designated person per 12-month period.

Student employees requesting time off under this policy should provide as much advance notice to their supervisor as practicable.  Sick time off is paid at the student employee’s regular rate of pay for the workweek in which the staff member takes paid sick time.

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. 

The College prohibits any form of retaliation or discrimination for attempting to use or using paid sick leave under this policy.

Please contact Human Resources for details.  

Vacation

Student employees are not eligible for, and do not earn, vacation.

Other Leaves or Time Off

Harvey Mudd College offers staff members a variety of leave options in the event the staff member needs to be absent from work for an extended period due to personal, medical, family care, or other reasons permitted by law.  For example, there are leaves for family and medical care, pregnancy disability leave, organ and bone marrow donation, military leave, domestic violence or sexual assault or stalking, crime victims leave, reasonable accommodation of a disability, civil air patrol, emergency response leave, and many other reasons.  If more than one leave option is applicable, all leaves run concurrently to the maximum extent permitted by law.  Eligibility and documentation conditions vary for leaves.  If you need any type of leave, please see Human Resources.  For additional information, student employees can also review the staff member handbook which can be found here.

Meal Periods and Rest Break Policy 

Consistent with applicable law, student employees are permitted and authorized 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. 

Generally student employees should not be working more than five hours in one workday.  However, when student employees work five hours or more in a workday, they are provided with and required to take an uninterrupted, unpaid meal period of at least 30 minutes, before the conclusion of their 5th hour of work. (Example). 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. Again, while a shift of this length should not happen, if a student employee works more than 10 hours, a second unpaid meal period of at least 30 minutes, duty-free, is provided, to begin by no later than the end of the tenth hour of time worked.  Employees can complete second meal period waivers if they voluntarily wish to do so.

Student employees must accurately record the meal period time out and back in on their 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 be, nor are they, “on call” during meal periods or rest breaks nor are they expected to be, nor are they, 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 four-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 believe they are not able to take their meal period or rest breaks.  

• HMC – Meal Periods and Rest Breaks Policy (PDF)
• HMC – Meal Periods and Rest Breaks Policy – Spanish (PDF)
• Meal Period Waiver Agreement – English
• Meal Period Waiver Agreement – Spanish
• Meal Period Exception Log – English
• Meal Period Exception Log – Spanish
• HMC Timekeeping Exception Log – English
• HMC Timekeeping Exception Log – Spanish

Lactation Accommodations 

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

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 and/or disciplinary 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.

In an Emergency

To report a campus emergency call Campus Safety at 909.607.2000.

If you call 9-911 from a campus phone or 911 from a cell phone, follow up with a call to Campus Safety.

Reporting Injuries

If an employee/student employee is injured and requires immediate medical attention, please take the following steps:

1. Call Campus Safety immediately at 909.607.2000 for on-site response and support.
   • Campus Safety operates with 24-hour coverage.
2. Contact the TravCare Nurse Line at 855.385.6037 as soon as possible.
   • This step is essential for timely medical guidance and to initiate the workers’ compensation process for employees of the college.
     • TravCare Nurse Line Flyer

Both the injured employee and their supervisor are required to complete and submit an accident report within two days to the Office of Human Resources at hr@hmc.edu. Please submit both of the following forms:

• Employee’s Report of Injury Form
• Supervisor’s Report of Injury Form

If directed to an Occupational Clinic, please see the following information:

• Concentra West Inland Empire Locations

For Students, Temporary Workers, and Visitors, please complete and submit an accident report within two days to the Office of Human Resources at hr@hmc.edu. Please use the following form:

• Student/Visitor Accident Form 

Additional information on reporting injuries may be found here:

• Reporting Injuries

Non-Injury Accident Reporting

This process is to ensure prompt reporting, investigation, documentation, and corrective action for non-injury accidents involving College property, vehicles, equipment, or facilities. Report all non-injury accidents involving College property promptly, regardless of the extent of damage.

Examples: Golf cart accidents, vehicle/property damage, equipment collisions, or other incidents involving College property.

Step 1: Prompt Notification:

• For Employees, Student Employees, and Temporary workers: Immediately report the accident to your Supervisor/Manager.
• For Vendors/Service Providers: Immediately notify the HMC employee, project manager, department representative, or other College contact who requested or is overseeing the work. The HMC employee must immediately report the accident to their Supervisor/Manager.
• For Visitors: Immediately notify the HMC employee whom you are visiting. The HMC employee must immediately report the accident to their Supervisor/Manager.

Step 2: Manager/Area Leader: Contact Campus Safety (909.607.2000)

Call Campus Safety as soon as possible to investigate the accident and complete a report.

Step 3: Notify Facilities and Maintenance and Submit a Work Order

Once Campus Safety has been notified, submit a work order immediately for any property damage, repairs, or safety hazards resulting from the accident.

Contact: Facilities and Maintenance: 909.621.8226 or email facilities@hmc.edu. Submit a work order here.

Step 4. Review and Follow-Up

Campus Safety will forward the accident report to the AVP of Facilities and Maintenance and the Office of Human Resources and/or Risk Management. Additional follow-up, guidance, or corrective actions may be recommended as needed.

Open Door Policy

The College encourages employees to discuss matters directly with supervisors who will always have an “Open Door” to hear concerns. We believe a prompt; open and honest discussion is the best way to resolve concerns and ensure that College policy is being followed. If an employee’s problem is not resolved by the supervisor, please immediately bring it to the attention of Human Resources.  That applies to any questions that an employee may have about this handbook, the staff handbook or any other College policies.

Performance Evaluation Program

HMC recognizes all employees as essential to the College’s overall success. This success is achieved by fostering a work environment in which employees are inspired to perform to the best of their abilities. HMC’s performance management cycle and processes allow supervisors to set expectations for the year and to discuss each employee’s potential contributions toward the achievement of departmental and College goals and objectives, and individual performance issues, if any, and time frames for improvement in such a case.  Due to the short duration of most student employee’s employment, formal evaluation may not occur.

Standards of Conduct

HMC expects employees to perform their work well, to adhere to a standard of good conduct and to observe College policies and procedures. Any failure to do so may cause a decision to impose discipline or terminate the employment relationship. Employees should understand that while the College may elect to exercise its discretion and utilize forms of discipline that are less severe than termination (e.g., warnings, probation or suspension), no formal system of warnings or progressive discipline is required. The following are examples (not all-inclusive) of the type of conduct employees are expected to avoid: falsification of employment records, employment information or other College records; failure to safeguard or respect the College’s confidential information; unsatisfactory job performance; failure to observe work schedules (including rest breaks and meal periods), frequent or excessive tardiness, absence from work or the work area, leaving work early without notifying your immediate supervisor or getting prior approval, and failure to notify a supervisor when unable to report to work; unreported absence; falsification of any timecard, either your own or another employee; theft, deliberate or careless damage or destruction of any College property or the property of any employee, student, or visitor; removing or borrowing College property without prior authorization; unauthorized use of College equipment, time, materials or facilities; provoking a fight or fighting during working hours or on College premises; participating in horseplay or practical jokes that impact safety on College time or on College premises; carrying firearms or any other dangerous weapons on College premises at any time; violating the College’s Drug and Alcohol policy, including unlawfully manufacturing, distributing, selling, offering to sell, dispensing, possessing, purchasing or using illegal drugs or controlled substances at any time either during work hours or non-work hours or reporting to work impaired by alcohol or illegal or controlled substances; insubordination, including but not limited to failure or refusal to follow the directives or instructions of a supervisor; using abusive or threatening language at any time on College premises; sleeping or malingering on the job; texting or making or accepting lengthy personal telephone calls, including cell phone calls, during working hours, except in cases of emergency or extreme circumstances; working overtime without authorization or refusing to work assigned overtime; committing acts of harassment, discrimination, and/or retaliation; violation of any safety, health, security or other College rules, policies, or procedures.

The College’s policy on corrective action does not limit or alter the at-will employment relationship.

Stop Campus Hazing Act

Harvey Mudd College is committed to fostering a campus culture where all community members feel supported, valued, and safe. In alignment with the federal Stop Campus Hazing Act (SCHA), the College has established a Hazing Prevention and Policy, including clear definitions, reporting and investigation procedures, and awareness programs. To ensure transparency and accountability, HMC will publish an Annual Hazing Report, included as part of the Annual Fire Safety and Security Report, outlining reported hazing incidents and their outcomes. This report will be published on the College’s website. Additionally, HMC will maintain a regularly updated Campus Hazing Transparency Report, which will provide ongoing information about hazing incidents and prevention efforts, reinforcing our commitment to community awareness and student safety.

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 nor will possession of any dangerous weapons on campus. 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 or Human Resources.  

Workplace Violence Prevention Plan (WVPP)

Harvey Mudd College is committed to safe work and education. This Workplace Violence Prevention Plan (WVPP) addresses the hazards known to be associated with the four types of workplace violence as defined by California Labor Code (LC) section 6401.9.  

This WVPP applies to all faculty, staff, and student employees of the College. It also applies to third parties (including but not limited to applicants, students, vendors, volunteers, customers, trustees, family members or visitors) who may have contact with members of the HMC community on the HMC campus. 

Harvey Mudd College will not condone or tolerate threats of violence or workplace violence by any employee, applicant, student, vendor, volunteer, customer, trustee, family member or visitor.

The WVPP consists of 10 core elements:

1. Responsibility and Authority 
2. Communication and Training
3. Reporting Workplace Violence
4. Emergency Response Procedures
5. Hazard Assessment and Correction
6. Post Incident Response and Investigation Procedures
7. Recordkeeping
8. Employee Access to Records
9. Annual Review
10. Reporting Responsibilities

The complete WVPP can be accessed through the

The complete WVPP can be accessed through the HMC Emergency Preparedness and Safety webpage along with additional health and safety resources provided by the College, or by reaching out to hr@hmc.edu.

Injured at Work 

Student employees injured on the job should report any injuries, no matter how minor, 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 if found eligible. 

Employment Verification 

All requests for employment verifications must be directed to the hr@hmc.edu. 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. 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. 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. Student employees should keep those emergency contacts up to date in HMC records.

Complete Form I-9 

All U.S. employers require form I-9 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 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 opportunities 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 remain employed with the College, they must obtain 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. For more on this process, please contact the Division of Student Affairs. 

Payment Election Enrollment Event 

Students  may elect to receive paper checks or direct deposit. The first paycheck after direct deposit has been elected will be a physical check with subsequent payments made by direct deposit including any final pay.  If direct deposit is not elected, pay will be made by paper paychecks.

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. 

Update Personal and Contact Information 

This form allows new employees to review and enter relevant information pertaining to personal and contact information.  It is important that you keep this information updated at all times.

Timekeeping Requirements and Payroll InformationStudent employees are required to accurately electronically record all time worked daily to the minute for the times in and out for the workday and for any meal periods. 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. Time is not rounded and the College does not expect any employee to do so.  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 cause disciplinary action, up to and including termination of employment. 

Student employees should not perform “off the clock” work. “Off the clock” work means time worked that is not reported or recorded. Any student employee that does not report all of his/her time worked will be subject to corrective action, up to and including termination for repeat offenses. No one has the authority to make a student employee work off the clock. If a student employee believes the student has been told to work off the clock, or encouraged to work off the clock, the student must notify the Office of Human Resources immediately.

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 a single day (total for all departments) or seven days in one workweek. 

overtime is paid for time worked 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 except if time is worked more than twelve hours in a workday or after 8 hours on the seventh consecutive day of work in one workweek, when such overtime is paid at double time.  There should never be an occasion, however, that a student employee works such hours.

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 and/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 in one workweek. It is the responsibility of the student employee to make both supervisors aware that overtime will be incurred and to seek approval before working such overtime. 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 bi-weekly every other Friday. If the scheduled pay date falls on a holiday, employees generally will be paid on the following business day.  Paystubs are timely provided directly to employees.

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.

It is HMC’s goal to ensure all employees are paid properly for all their work.  Therefore, it is every employee’s responsibility to review pay and paystubs to ensure proper payment for all work.  If an employee believes a paystub is inaccurate or has any other issues with pay or paystubs, the employee must immediately inform the employee’s supervisor or Human Resources.

Lost or Damaged Paychecks

If you lost your paycheck, email hr@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 (e.g. ripped, torn, 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.

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. Employees should understand, however, that they do not have to disclose such information. Further, 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 

All student employees are required to use the Workday TT & AM system to report accurate time worked. When your timesheet is complete for the pay period, be sure to review and submit your timecard. Please refer to the payroll calendar for deadlines and pay date schedule, located below under Payroll Calendar and Paychecks. 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 

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 Jan. 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 and that are also compatible with College policies. 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. Please keep in mind for nonexempt employees that they must receive approval for working beyond their scheduled time from their supervisor and before working any overtime.

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 of their scheduled starting time. 

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.

Photo/Video Authorization

From time to time the College makes use of materials for promotional, educational, marketing and other purposes that may include photo or video images of employees. By acknowledging receipt of this Handbook, a student employee grants HMC permission to use their photograph, digital image, visual likeness, portrait, voice or other identifying feature(s) for any purpose that HMC deems appropriate, including in any and all HMC publications, media releases, multimedia productions, broadcasts, displays, advertisements, and/or on the world wide web or in other mediums now in existence or hereafter developed, and if appropriate, to use an employee’s name and/or biographical information, without compensation to the employee. Students who do not wish their photograph, digital image, visual likeness, portrait, voice, or biographical information to be used for such purposes may withdraw their consent by contacting the Office of Communications and Marketing at 909.607.6722 or communications@hmc.edu.  This policy does not provide authorization for an employee to video or audio tape any other staff members or person with whom the College does business and such is prohibited without the express disclosure of such audio and/or video recording and specific written consent is granted.  Nor does it provide authorization for employees to take photos at any time.

Search and Inspection

To enforce the College’s policies, the College may, at any time without notice, search its own property (including desks, lockers, file cabinets, etc., and any property brought onto College premises by a student.

Use of College Resources

College equipment may be provided and must be kept in good working order by the student.  For computer resources or other College electronic communications systems used by a student as part of their job, such use must be in accordance with the College’s policies including, but not limited to, the policies on Computing and Network resources, Confidentiality of information and others which can be accessed in the Staff Handbook.

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.
   • HR Offices: Kingston Hall Room, First Floor.
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.

• Harvey Mudd Students and Non-Harvey Mudd Students – email the Office of Human Resources at hr@hmc.edu.

Job Aids

Workday Employee Self-Service Job Aids

• Navigate the Workday Home Page
• Add or Change Your Personal Contact Information
• Change Your Legal Name
• Change Your Preferred Name
• View and Edit Your Self-Identification Information
• Add or Change Emergency Contacts
• Pay: Adding or Managing Direct Deposit
• Pay: View and Edit Payslip Preference
• Taxes: Change Withholding Elections for Federal (W-4) or State (DE-4)
• Taxes: Access Your W-2 and Change Printing Preferences

Workday Time Tracking Job Aids

• Workday Time Tracking Job Aids