Financial Aid: Student Payroll
The School of the Art Institute of Chicago offers students a diverse experience while attending classes, including the opportunity for student employment. The 2016-17 Student Employment Guide and Instructions [PDF] will help answer many questions about employment.
Students must in most cases demonstrate need by applying for aid with the FAFSA application at fafsa.gov. In some cases, as explained below, need may not be a criterion. Half-time status is required for all employment programs and is generally defined as 6 credit hours during the fall and spring semesters and 3 credit hours during the summer and winter terms.
Students that are awarded Federal Work-Study Eligibility on their financial aid award letter or in SAIC Self-Service should contact the Career & Co-op Center for assistance with student employment opportunities at 312.629.6820, by email at firstname.lastname@example.org or stop by Career and Professional Experience in the Lakeview Building in Suite 1400 at 116 South Michigan Avenue. On-campus and off-campus jobs are posted on the SAIC Launch online jobs database. Email email@example.com to request a password. Job placement is not guaranteed.
Student should also contact SAIC offices and departments to inquire about the availability of student employment jobs and learn more about their job application processes.
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 located on this website or in Student Financial Services.
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.
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 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 and Federal W4 Form—These forms must be completed by the student and are available in the Student Financial Services office or online in the left hand column of 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 or online in the left hand column of this page.
- 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 or online in the left hand column of this page. 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.
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]
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.