Required Hiring Documents
IMPORTANT REMINDER: Students cannot begin working on-campus until all of their required paperwork has been submitted and processed with HR and Payroll. Completion and approval of employment paperwork before a student begins on-campus work is a requirement of law and University policy. Beginning to work without approved employment status may result in no longer being able to hold an on-campus student employee position. Permitting a student to work without approved employment status may result in no longer being able to supervise student employees.
- I-9 Employment Eligibility Verification (complete page 1 online, click through next 3 pages, submit)
- I-9 Supporting Documentation
- Federal and State Withholding Forms (answer the Non-Resident Alien question and complete the two linked forms)
- Direct Deposit Enrollment and Change Form with Voided Check or Bank Form showing Routing and Checking Account Numbers
- Schedule a time to visit Human Resources in Phillips 217 to provide the required I-9 Supporting Documentation and submit Direct Deposit Enrollment and Change For
Once the SEA and all required documents are submitted, Payroll will enter the student employee information into Banner, which allows access to timesheets through the ‘Employment’ tab in OnePort. It may take several days for this processing to happen, so if a student doesn’t see the ‘Employment’ tab in OnePort please give it a couple of days before contacting Human Resources.
Policies
Supervisor Resources
- How to Post a Job on Handshake
- Job Posting Template + Example
- Student Employment Change Form
- A student graduates, is academically suspended, or takes a leave of absence before their contract end date
- A student’s position is terminated prior to the contract end date (include a written justification)
- A student’s timesheet approver or timesheet proxy approver changes
Payroll – Timekeeping
- 2022 Bi-Weekly Payroll Calendar
- 2023 Bi-Weekly Payroll Calendar
- Video: How to Submit Your Timesheet
- Late Timesheet Form
- This form is an Excel file and must be downloaded/completed on a PC computer.
- For Mac users, opening the document on a Mac changes the encryption required on the form and therefore will not be accepted by Payroll.
- If you can’t access MS Excel, please visit the Career Center in Ramsey Library and we will be able to assist you.
International Students
- Checklist for Social Security Number Application
- F-1 Student On-Campus webpage
- Social Security website
- SS-5 Form
- Study in the States – Working in the United States
- Social Security Administration Office: 866-572-8361
Additional Resources
Acronyms
- FWS: Federal Work Study
- SEA: Student Employment Agreement
- SEG: Student Employment Grant (combines FWS + SEF processes)
- SEF: Student Employment Fund
- SSN: Social Security Number