Resources for Student Employees

Oracle

GMHEC's Resources for Students

Federal Work Study Information

Getting Hired

When starting your first job at Champlain, there are a few steps all employees need to take. Once your manager has submitted a request to hire you, expect an email from HireRight containing information about completing your federal I-9 Form. Section 1 of your I-9 can be completed online, a walk through can be found here, and Section 2 must be completed at Compass Student Services in Perry Hall with the proper documentation.

After your I-9 is complete and processed, you and your manager will receive a "May Begin Working" email. This email will contain important information about your position and start date along with a guide to completing your onboarding in Oracle. Oracle is a single sign on system using your Champlain email and password. The onboarding tasks to be completed on your first day of work include:

  1. Acknowledgements: review the confidentiality misconduct, and complaint policies
  2. I-9 Sections 1 and 2: confirm that both parts of your I-9 have been completed
  3. Reviewing and Acknowledging Insurance Marketplace Coverage Options
  4. Direct Deposit: to set up electronic payment to your bank account
  5. Reviewing and Acknowledging the Universal Availability Notice
  6. Completing your W-4 (not available until your first day of work)

Oracle

Oracle is Champlain's payroll system, where employees enter hours and submit a time card each pay period. The Green Mountain Higher Education Consortium has a collection of tutorials to make using Oracle easier for employees. These tutorials can be found on the GMHEC website and include guides to logging into Oracle, viewing your payslip, setting up and editing direct deposit, retrieving your W-2, and more!

Important Dates

Champlain operates on a bi-weekly pay period and you want to be sure to submit your completed time card for approval before the end of each pay period, the pay schedule can be found here. In order to be paid on time, all hours must be approved by the appropriate supervisor by the end of the pay period. We strongly recommend setting up Direct Deposit in Oracle for electronic payments.

Who To Contact

The Student Employment Team includes representatives from the People Center, Career Collaborative, and Financial Aid. Feel free to reach out to them for assistance.

For general questions regarding student employment, contact peoplecenter@champlain.edu.

FAQs

Where do I fill out my Time Card?

In Oracle, click on the Time and Absences app and select Current Time Card. Select Add and input the Position, Payroll Time Type (EARN CC Student Hourly), Date, Start Time and End Time. Do not fill out the Absence Type or Quantity fields. Once all the relevant information is inputted, click Ok and then Save and Close.

When do I submit my Time Card?

Time Cards are due by Monday at 10am of each pay period*, and supervisors must approve by Monday at noon. If you do not submit your hours by this deadline, your wages may be delayed until the next pay period. The biweekly pay schedule can be found here.

*Time Cards will be due Friday at 10am if Monday is a Federal Holiday or falls on a school break, and the college is closed. Student employees will receive an email reminder in advance to these dates. If you are scheduled to work Friday or Saturday, enter those hours in advance to be included in the pay period.

What should I do if I forgot to fill out my Time Card and the pay period has ended?

In Oracle, click on the Time and Absences app and select Existing Time Cards. If the Time Card you want to edit is not listed, you must create it by selecting Add and inputting the start date of that pay period under Date. The pay period schedule can be found here. Once the new Time Card is created, enter your hours and submit for approval.

What should I do if I need to edit a Time Card after submission?

In Oracle, click on the Time and Absences app and select Existing Time Cards. Select the Time Card you want to edit, make the corrections to your hours, and resubmit. Be sure to notify your supervisor(s) that you have updated your hours so that they can approve your updated Time Card. If you have more than one position, ALL of your supervisors will have to reapprove.