All students must go through the Bates Work Authorization (BWA) process before you start working. For more information, see our Bates Work Authorization page.

All Bates employees are required to utilize direct deposit as a condition of employment.

Bates transmits Direct Deposit two days before the scheduled pay date. Your bank will make your payment available on the actual pay date. Payroll will not take action on Direct Deposit failing to appear in your account until after 2:00 p.m. on payday, as it is likely that your bank has the money and has not yet made it available for withdrawal.

Students can review their Direct Deposit and earnings information on their Garnet Gateway account. If students have questions about their Bates banking records, we suggest they check Garnet Gateway before contacting the Student Employment Office or Payroll Office.

Setting up Direct Deposit:

If you are a student and do not have a bank account, you can set up an account on campus during orientation before you begin working. Many students use TD Bank because there is a TD Bank ATM on campus. If you already have a bank account, you will need the following information to set up direct deposit:

• Bank name and street address
• Routing number
• Account number

Students who are United States citizens, Legal Permanent Residents, Asylees, Refugees and International Students on F or J type visas are eligible to work. If you have questions regarding your visa type and work eligibility please contact SEO.

Students must be living (while in school) and working in the State of Maine.

Students whose status is semester abroad (SA) are not eligible to work in student positions unless prior authorization is granted based on exceptional circumstances.  Student will be granted an exception based on verification of their interim Maine based residence address, and temporary transition period before their abroad program begins.  All other positions for that student will be terminated.

Three Strikes Policy

Students who forget to submit their electronic timesheet three times risk being terminated from their current position.

Read more about timesheets.

Examples of Grounds for Disciplinary Action (this list is not intended to be all inclusive)

• Use of technology while on the job when prohibited by the hiring department
• Refusal to perform tasks that are listed on the job description form
• Improper attire
• Repeated absenteeism/tardiness
• Improper use of college resources
• Failure to perform duties as assigned

Examples of Grounds for Immediate Dismissal (this list is not intended to be all inclusive)

• Falsifying timesheets
• Being at work under the influence of illegal substances or alcohol
• Theft/inappropriate use of college resources
• Harassment of a member of the Bates community or guest of the college
• Endangering the safety of colleagues or members of the community at large
• Violating standards of conduct or behavior set by the hiring department
• Sleeping while on duty
• Abandonment of work station that results in substantial risk to college property or personnel

Every year questions arise as to who is eligible to work on campus and who is not. Here are our hiring guidelines as they pertain to the newly graduated:

Graduates officially lose their student status when they receive their diplomas. They are no longer classified as students for payroll purposes. If there is a graduate you want to hire, a Personnel Action Form (also found on the HR website) must be completed and submitted to the HR Department. This includes graduates who have been working with faculty members on grant-funded projects. This must be done well in advance of the day of graduation as former students cannot work until the position has received the required approvals. Please contact Human Resources at 207-786-6140 or hrdept@bates.edu for further information.

International graduates require additional steps. Once an international student graduates, they have 60 days to leave the country. In most cases, they may not work on campus while waiting to leave the United States. Students who continue on to graduate school could work at Bates over the summer if they have applied for and received a work authorization card (EAD) from the federal government. The work that the student does MUST be within their field of study; there are no exceptions to this rule. If you are considering hiring an international graduate, contact Shelley Palmer, Assistant Director of Global Education Services (spalmer@bates.edu) to discuss the student’s current status. Please do not make any arrangements with an international student before speaking with Shelley. 

Students are encouraged to apply for many jobs and are allowed to accept more than one job if you feel you can commit to all of them. Remember, you are only allowed to work a total of 20 hours per week total, no matter how many jobs you have. If you are offered more than one job and only want to accept one, politely decline the employer’s offer.

• International students must complete their BWA before beginning to work on campus.
• International students may work up to 20 hours per week while classes are in session.
• For more information regarding the employment of international students, visit our Student Employment International Students page

All on-campus job postings must require students to submit a resume and cover letter per SEO’s posting policy.

Student employment on-campus positions must be posted through the Student Employment Office with the following exceptions:

• Research Assistant and Grant-funded Research Assistant positions
• Teaching Assistant positions
• Harward Center for Community Partnership opportunities
• When a position is being filled by a student who is being rehired

During breaks of one week or longer, overtime compensation is paid to all student employees for all hours worked over 40 per week (Sunday through Saturday) in accordance with federal and state wage and hour guidelines. Compensatory time may not be used in a different week to offset overtime hours. The overtime pay rate is one and one half times the student employee’s regular rate of pay. All overtime work must receive prior approval of the student employee’s supervisor. If a student employee works overtime without receiving prior authorization from their supervisor, they may be subject to discipline. In certain situations, overtime is expected or is required as a condition of employment. In such cases, it is usually noted at the time of hire, or in advance for major campus events or unusual departmental demands.

The Payroll Office encourages all Bates employees to review their pay statements for accuracy after each payroll.

Employee’s pay statements (stubs) contain important information about the individual’s pay, tax withholdings, benefits deductions, leave balances, and other employment-related information. The pay statement also includes Bates College’s contribution to various benefit and retirement plans.  The pay stub can be accessed on Garnet Gateway.

Please visit the Human Resources Updated Garnet Gateway Training page and watch the How to Access and Review Your Pay Stubs training video.

• Students resigning from a position are expected to give reasonable notice (two weeks) when possible. If a student does not provide reasonable notice, they may not be eligible for rehire into that position.
• Any student who resigns from a position must reapply for that position to be rehired. Reapplication does not imply or guarantee that the student will be selected for the position.

Students should never miss work without notifying their supervisor.

Students must speak with their supervisors about any planned absence before their scheduled shift. Students are sometimes asked to find their replacements. There are departments in which unexcused absences are not allowed. Students who miss a scheduled shift without notifying their supervisor or finding a replacement are subject to termination.

First absence: Students will receive a written notice from their supervisor(s) informing them of their failure to comply with standard employee guidelines.

Second absence: Students will receive a written notice from their supervisor(s) informing them that they can be terminated from their position if a third absence occurs.

Third absence: It is the supervisor’s decision as to what action should be taken.

A copy of any warning or notice sent to student employees should also be sent to the Student Employment Office.

Supervisors and employees should discuss their department’s absence policy upon hiring. Repeated tardiness or tardiness of more than fifteen minutes may also be treated as a ground for dismissal.

In compliance with the State of Maine minimum wage law, all Bates student wages are currently $15.10 per hour unless otherwise approved by the Office of Finance.

Hours worked are recorded by students on their Garnet Gateway timesheet. More information can be found on our website’s Timesheet Information and Instructions page.

Please be mindful of payroll times.

The Payroll Calendar is available for view on the Payroll website. You can access it under Payroll Calendars, then selecting the Bi-Weekly Staff/Student Payroll Calendar. In addition to pay period dates, please be aware of circumstances around the events detailed below.

College Breaks

We recommend that a notice be put up one week before a break stating whether or not the department will be open during that break. Students who stay on campus may then work up to 40 hours or replace other students who leave campus. Please note: This is only applicable for breaks of one week or longer.

Finals Week

Reducing student hours during the week of final exams is strongly recommended. Since students’ schedules change for those weeks, it is good to talk with students about possible conflicts between work and exam times. Perhaps a new schedule should be written in collaboration with the students during a department meeting.

This form allows all employees to receive their Form W-2 electronically, which ensures the employee will have timely and direct access to their tax documentation. The Payroll office recommends this process for all employees.

View our Electronic Regulatory Consent Form guide for instructions on setting this up in Garnet Gateway.

In the event of a medical emergency, call 207-786-6111 to reach Bates Campus Safety. Security officers will respond, and supporting agencies (EMS, fire department, etc.) will be notified as needed.

If it is not a medical emergency, a student employee must contact their supervisor to report the event verbally. The supervisor will complete an Injury/Incident Report and email it to ehs@bates.edu and Benefits for processing.

If medical treatment is needed, please contact ehs@bates.edu or Benefits for assistance. They will provide information for the Bates preferred occupational health clinic. 

After the injury/incident has been reported, the Environmental Health and Safety Department will communicate with the affected student employee regarding an injury investigation if necessary.

CONTACTS

ehs@bates.edu

benefits@bates.edu

Students may work up to 40 hours per week (Sunday through Saturday) at Bates over summers. For any questions about Summer Housing, contact reslife@bates.edu or view their Living on Campus During the Summer webpage.

Students must be physically located in the State of Maine while working at Bates College. It is prohibited for students to complete work outside of the State of Maine, or outside of the United States.

During the academic year, all students may work a maximum of 20 hours per week. During week-long (or longer) breaks from class (i.e. winter break, April break, summer break), students may work a maximum of 40 hours per week on campus. These rules apply to all students regardless of citizenship or work-study eligibility.

Please Note: The maximum of twenty hours per week includes hours worked from all positions a student may have. For example: If a student has two on-campus positions during the academic year, they may work a total of twenty hours in one week, not twenty hours in one position and twenty hours in the other position (which would be a total of forty hours per week).

The hours you work must reflect the exact day you worked them. You may not record hours from different days, weeks or pay periods into timesheets. If you go over the 20 hour limit, do not record them in a different week.

If you are a student who is eligible for Federal Work-Study, please note that Bates does not place a minimum requirement on the number of hours a work-study student must work. However, most students can earn their entire work-study award by working an average of eight to twelve hours per week during the academic year.