Student Employment

• Jobs at Oberlin

Oberlin College uses TimeClock Plus to electronically record all worked hours. The time record-keeping tool is flexible and allows you to clock in and out via a downloadable app or via their WebClient link. Please find resources and tutorials here:

• Student TimeClock Plus
  • Employee WebClock Log On
    • Mobile App Setup (Video Tutorial)
      • June 22nd, 2022 forward, use this Mobile App Setup Guide
    • Clocking In and Out (App Video Tutorial) (Web Video Tutorial)
    • Missed Punches Tutorial (App Video Tutorial) (Web Video Tutorial)

• Direct Deposit - As a condition of employment, students must sign up for direct deposit payments. Sign in using your ObieID and Password and follow the steps for Direct Deposit Allocation.
• Payroll Deduction - Allocates earned funds to your tuition account

New student employees will be required to complete new hire paperwork. Once completed, the tax forms may be submitted electronically and the I-9 form submitted in person to our office with the supporting documents to complete your new hire set.  Please note that new hire paperwork should not be submitted until you have been offered and have accepted a student employment position.  Please use your Oberlin College address when completing new hire paperwork.

IMPORTANT: A student worker cannot work until all forms have been submitted and the student position has been finalized.

• W-4 Form 
• Ohio Department of Taxation Form  (OHIT-4)

Submit Completed Tax Forms Here

Submit in person to our office:

• **Effective 10/30/23--New Employment Eligibility Verification (I-9 Form) must be used and submitted in person to our office along with supporting documents from page 2 of the I-9.   
  • Only complete Section 1 of this form.  If you check Box 4 on the I-9, please  be sure to write your work authorization expiration date on the line to the right.  All new incoming student employees must submit their original, unexpired supporting I-9 documents in person at the Student Employment Office. A complete list of acceptable documents can be found on page two of the I-9 eligibility PDF.  USCIS I-9 form instructions can be found here. 

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Student Employment is available for all students, but please be aware that you are required to apply for a social security number in order to work and receive taxable wages. You may reach out to the International Student and Scholar Services Office to receive assistance with applying for a social security number.  International students do not need to wait until they receive their social security card before they begin work; the ssn can be left blank on new hire paperwork.  However, all legally required new hire paperwork and I-9 supporting documents need to be submitted to before starting work.  The social security card should be submitted to our office once received, either via the student new hire paperwork portal or in person.

Employment

Academics should take top priority while classes are in session and employment should not interfere with the student course schedule. Additionally, employment on campus is NOT guaranteed for any student. In order to be eligible for student employment, a person must be currently enrolled and fully matriculated at Oberlin College.

Students who withdraw or are withdrawn from their courses will lose any campus employment, effective upon their withdrawal date.

Labor Practices

It is the student's responsibility to properly record all worked hours via the College provided time record-keeping system. If a student fails to properly or accurately record time, they should reach out to their supervisor as soon as possible for assistance. Continued failure to properly record time may be subject to disciplinary action. The falsification of work records is considered a terminable offense and, depending on the gravity of the matter, may be subject to further action.

Student employees generally are not permitted to work more than 20-30 hours per week during the academic year. This is in large part due to the Affordable Care Act (ACA) tracking and reporting hours requirements for the IRS. Additionally, as a student, academics should be prioritized and you are considered a student first.

Federal work-study award recipients who earn their maximum award amounts in the corresponding academic year will convert from federal work-study payment status to student wage to meet the federal guidelines.

FICA Exemptions

Per the IRS website, during the academic year when classes are in session, all student jobs are FICA exempt. FICA exemptions are also possible during the academic year when classes are in break (e.g., Winter Holiday break and Fall/Spring break), provided the student employee was eligible to work the last day of classes/exams preceding the break and will be eligible to take classes for the academic period following the break. Summer employment is NOT FICA exempt. Summer earnings will have Social Security and Medicare deducted from the gross pay.

Summer Employment Guidelines

• A student must have been enrolled in the prior term and must be enrolled in the upcoming Fall semester
• If a student has not previously been an employee at Oberlin College, they must complete all new hire documentation and MUST have access to TimeClock Plus before they are able to begin working
• During the summer months our office recommends students work up to 35 but no more than 40 hours per week; students may not work over 40 hours in any given week and may not work over 80 hours in any given pay period for all combined hours/jobs
• Students who are employed over the summer are subject to FICA taxes as there is no active enrollment for summer months at Oberlin College
• Students are paid only for hours worked and are not eligible for holiday pay
• Work must be performed in the state of Ohio
• F-1 International Student Considerations:
  • I-20 must be current and not expired
  • Must be enrolled, not graduated, in the upcoming Fall semester
  • Continue to be exempt from FICA withholdings
  • Must be on campus

• 2024-2025 Academic Payroll Calendar
• 2023-2024 Academic Payroll Calendar
• 2022-2023 Academic Payroll Calendar 
• Online Direct Deposit Instructional 
• Virtual Pre-Orientation Webinar Recording
  • Effective 10/30/23--New I-9 form must be used and submitted in person to our office along with supporting documents from page 2 of the I-9.
• New Hire Information Presentation
  • Effective 10/30/23--New I-9 form must be used and submitted in person to our office along with supporting documents from page 2 of the I-9.