Bates Work Authorization

The first step to getting a job on campus is receiving a job offer from your supervisor. Before you begin working, you must complete Bates Work Authorization (BWA), the employee onboarding process. You may not start working, begin training or attend meetings until you are work authorized. Your work authorization is valid until your graduation, so you only do it once!

If you’ve already obtained Bates Work Authorization, you can send verification of your BWA to your supervisor through Garnet Gateway. The hiring transaction submitted by your supervisor will ask whether or not you are work authorized. If you are work authorized, send this notification to your supervisor as soon as you are offered the position.  If you are not work authorized, your supervisor will note that on the hiring transaction and SEO will contact you to begin the BWA process.

The BWA process consists of the following steps:

  1. Your supervisor submitting a hiring transaction indicating you do not have your BWA.
  2. SEO reaches out to you with information outlining the Bates Work Authorization process.
  3. Setting up your Direct Deposit on Garnet Gateway. Direct Deposit is a condition of employment at Bates College. You will need to know your bank account number and bank routing number, as well as if the account is a savings or checking account.
  4. Completing the Adobe Sign forms (Federal Form W-4, Form W-4ME (Maine W-4) and the Federal Form I-9) that SEO will send to your Bates email.
  5. After the SEO processes your documents, you will receive an email about scheduling your appointment at our 215 College Street office.
  6. In-person verification of documents for Federal Form I-9. This is a federally mandated requirement by the Department of Homeland Security. Completion of this form verifies your eligibility to work in the United States. See this list of acceptable documents for Form I-9 verification. The documents you bring to this appointment must be original; they cannot be photocopies, pictures or scans and cannot be expired.
  7. During your in-person appointment, your Work Authorization will be completed and you will be officially authorized to work!

After you have completed the BWA process and your employee record has been created, you will have access to your electronic BWA card on Garnet Gateway. Students must have their BWA before starting to work in an on-campus position.

Students must send their supervisor verification of their Bates Work Authorization. They can do this through Garnet Gateway by clicking on the Employees tab. In the Student Employee section, you will see your Bates Work Authorization. Please remember that you must send your authorization to the supervisor for each job you begin.

Students eligible for Federal Work-Study will have “WS” in the bottom right corner of the card.