- 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, 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). Students working remotely in the United States should contact studentpayroll@saic.edu for further information.
- The student must also accept the terms of their work contract known 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 Student Employment Guide 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.
Student Payroll
Looking for a copy of your W-2?
Currently employed students access the Employee Center in Self-Service.
Not currently employed? Email payroll@artic.edu
Complete the I-9 process - Make An Appointment with Navigate
Appointments to meet with Student Payroll staff to complete the I-9 process on-campus must be made through the Navigate system. Details at www.saic.edu/navigate.
Please review and complete the I-9 packet prior to your appointment. Reminder: you will also need to bring your unexpired acceptable documents to your appointment.
2022-23 Student Employment Guidance
Student Payroll Forms, Guides, and Tutorials
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. SAIC participates in the Federal Work-Study (FWS) need-based program and is committed to making jobs available to FWS eligible students during the fall and spring semesters. Student employment jobs in the summer and winter terms do not require FWS and are available to all students. International students do not require FWS for any job in any semester.
To begin your on-campus job search, log in to Handshake and search for on-campus jobs. If you are logging in for the first time, you will be asked to complete a quick survey about your preferences. All available on-campus jobs are listed exclusively on Handshake. Students are automatically signed up for Handshake through their Artic account, and you can sign in to Handshake using your SAIC.edu username and password.
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 guides:
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 6 credit hours 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.
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.
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 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. Students will have their paper checks mailed to the students mailing address as indicated in Self Service.
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.
