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Student Payroll Forms, Guides, and Tutorials
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|Student Payroll Schedule [DOC]|
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The School of the Art Institute of Chicago offers students a diverse experience while attending classes, including the opportunity for student employment. Many students work while enrolled at the School of the Art Institute of Chicago (SAIC) as a way to not only cover some of the costs of tuition and fees but to gain valuable experience in the workplace before graduating. Please note that job placement is not guaranteed.
- Students must be enrolled in 6 credit hours during the fall and spring semesters to work. For the summer or winter terms you must be enrolled at least 3 credit hours, or if not enrolled during those terms, be enrolled in 6 credit hours before or after the term of employment. Student jobs are not available to those who have not yet begun their degree program or those that have graduated from SAIC.
- After a student has agreed to accept a student job (on campus or SAIC Internship), they will need to complete specific federal and institutional required documents such the federal I9 form, state W-4 income tax forms, etc. by visiting Student Payroll located in the Student Financial Services office within 3 days of employment. Unexpired identification documents as listed on the back of the I-9 form must be provided at that time (copies cannot be accepted).
- The student must also accept the terms of their work contact knows as a Work Authorization in SAIC Self-Service after their supervisor has completed their part of the Work Authorization.
- Once beginning work, students must record their time as they work on ARTICtime, SAIC's electronic time and attendance system. Further information regarding ARTICtime is available on this website and related documents. The 2018-19 Student Employment Guide [PDF] will help answer many questions about student employment at SAIC.
- Domestic (citizens and eligible non-citizens) students must, in most cases, demonstrate need by applying for aid with the FAFSA application at fafsa.gov in order to be eligible for Federal Work-Study (FWS). FWS is required for most student employment jobs during the fall and spring semesters if you are a domestic student. FWS is not needed for any international student to accept a student employment job and is not needed during the summer and winter terms for any student, domestic or international.
Students seeking employment opportunities should contact the Career and Professional Experience (CAPX) office for assistance at 312.499.4130, by email at firstname.lastname@example.org or stop by CAPX in the Lakeview Building in Suite 1400 at 116 South Michigan Avenue.
On-campus jobs posted on the SAIC Launch On-Campus online jobs database. You can create your own profile and password directly within SAIC Launch. On-Campus job placement is not guaranteed.
All off-campus jobs are posted on SAIC Compass. Visit the CAPX site to learn more.
It is recommended that students also directly contact SAIC offices and departments that are of interest to inquire about the availability of student employment jobs and learn more about their job application processes. A list of hiring departments is available in the annual Student Employment Guide.
Students choosing to accept employment through the student employment program are required to familiarize and adhere to the guidelines and responsibilities outlined in the student's and supervisor's handbooks:
Federal Work-Study (Need-based) Student Employment
Federal Work-Study eligibility is awarded for fall and spring semesters to degree-seeking students demonstrating financial need as determined by a federal needs analysis application (FAFSA). Student must reapply through the FAFSA by March 1 each year before the upcoming award year. The financial aid award year at SAIC always begins with the summer term. Students are responsible for securing and maintaining satisfactory performance of student employment jobs. Although, the financial aid award letter lists the amount a student is eligible to earn each semester, it does not guarantee placement in a job.
Institutional (Non-need) Student Employment
All continuing students are allowed to work up to 40 hours per week during the summer and winter terms only, however they must be enrolled at least half-time in the fall and/or spring semester before and after the summer or winter term (unless they are enrolled and/or graduating during that summer or winter term). Federal Work-Study Eligibility is not required and is not used during those terms. International students that are F-1 visa holders are eligible to work on-campus for up to 20 hours per week during the fall and spring terms and 40 hours per week during summer and winter terms.
Teaching Assistant (TA)
Teaching assistantships are available in many departments and most are filled by second year graduate students. Federal Work-Study Eligibility is not required. TA's are not renewed automatically; applications to departments must be submitted each semester.
- Student Employment On-Line Work Authorization—This electronic form is created in PeopleSoft Student Administration by either the supervisor or other designated staff and must be completed before the student begins working. The student is then notified by email to log into SAIC Self-Service and approve it. A new Work Authorization must be completed each semester per job. Once approved by the student in SAIC Self-Service, the job is electronically sent the next day to ARTICtime, the Art Institute of Chicago’s Time and Attendance system for all hourly employees including student employees and full-time/ part-time staff. The submission and approval of the Work Authorization form confirms that the student is eligible to work.
- W-4 Forms—State W4 [PDF] and Federal W4 [PDF] These forms must be completed by the student and are available in the Student Financial Services office or online within this page. The forms determine the amount of tax to be withheld for each student's paycheck. All student employment earnings are taxable and subject to state and federal income tax withholding. Students enrolled less than half-time during the summer or winter term or enrolled less than five (5) weeks are also subject to FICA taxes.
- Drug Certification Statement - This form must be completed by the student and is available in the Student Financial Services office.
- I-9 Employment Eligibility Verification—Students must submit this form and provide original required documentation within 3 days of beginning employment or they may not work for the School of the Art Institute of Chicago. This form is available in the Student Financial Services office. Generally, this is required one time only to demonstrate proof of employment eligibility in the United States. Original, unexpired documents providing proof of eligibility must be viewed and certified by Student Financial Services staff and are explained in further detail in Section 2 of the I-9 form.
Bi-Weekly Submission and Approval—Online Timesheets must be submitted through the ARTICtime system, by the student employee, according to the Student Payroll Schedule every other Monday by 10:00 a.m. After the student submits the timesheet, their supervisor will log into ARTICtime, review the hours for accuracy and indicate if the student demonstrated satisfactory or unsatisfactory performance. Upon completion of those items, they will then approve the timesheet for payment. ARTICtime is located at artictime.artic.edu.
See also: Student Payroll Schedule [PDF]
Direct Deposit is available to those students with saving or checking accounts. Direct Deposit offers students a more timely and efficient manner of electronically depositing their paycheck directly into their bank account and is greatly encouraged by SAIC. Students should enroll in Direct Deposit by completing the required bank information in SAIC Self-Service in the Employee Center.
Students that choose not to enroll in Direct Deposit will have paper checks issued on the scheduled payroll dates. Checks are made available in the Bursar's Office located in the Sharp Building, 37 South Wabash Avenue, suite 245. Checks that are not picked up by the student within 14 calendar days are mailed to the student's address as indicated in SAIC Self-Service.
Tax-Deferred Savings for Student Workers
Students employed by the Art Institute are eligible to save on a tax-deferred basis by enrolling in the Art Institute's Tax Deferred Savings Program. Build your savings in a 403(b) while deferring payment of income taxes on contributions and investment earnings.
Download the SAIC Tax-Deferred Savings Program [PDF]
Student Employment Eligibility
SAIC students, who hold regular full-time, part-time, special projects, temporary staff or faculty positions at SAIC or AIC, are not eligible for student employee positions. If a student applies for and receives a financial aid award package that includes student employment earning eligibility they will not qualify for this award if they are employed in a regular full-time, part-time, special projects, temporary staff or faculty position at SAIC or AIC while enrolled at SAIC. A student eligible for student employment, who applies for and is offered a regular full-time, part-time, special projects, temporary staff or faculty position, will not be able to work in a student employment position at SAIC, and have to discontinue their student employment if working as a student employee at the time they begin employment at SAIC or AIC as a regular full-time, part-time, special projects or temporary staff or faculty member.
The only exception to this policy will be made for students who are staff or faculty members and who have a TA position. For these students who hold regular full-time, part-time, special projects, temporary staff or faculty positions at SAIC or AIC, their TA position will be paid as a temporary staff job through the staff employee payroll rather than the student employee payroll. In order to hire a person as a TA, a Position Requisition and Personnel Action form will need to be completed, including the appropriate signatures, and forwarded to Human Resources. For assistance with this process, please speak to the hiring department's Administrative Director.