Required Hiring Forms

What legal documents do I need for employment?
Most often, new employees present a picture ID or driver's license (to establish identity) and their social security card or birth certificate (to establish employment eligibility), or a US passport (establishes both identity and employment eligibility). Other documents are acceptable if you are a Native American registered with a tribe, a naturalized citizen, or an eligible non-citizen. Please note that original documents are required; copies and facsimiles will not be accepted. Samples of documents you can use.

The following four forms are required for all on-campus student employees and must be completed and submitted to the Student Employment Office before the student begins work:

• Student/Temporary Action Form (S/TAF)
• Conditions of Employment
• I-9
• W-4

Descriptions of these forms and others are provided below.

Student/Temporary Action Form (S/TAF) & Conditions of Employment (COE) PDF | WORD
The S/TAF is necessary to establish a payroll account once a student employee starts work. Please refer to the STAF Example as a guide on how to correctly complete the form. The student employee must provide the information necessary to complete fields 6 through 11. The empoloyer must complete all other fields on the form (1-5 and 12-25) and collect the Signature of Appointing Authority in ink at the bottom of the form before submitting the completed S/TAF to Student Employment. If an S/TAF is being completed for a newly hired employee, or an employee whose employment status is changing, a signed Conditions of Employment will also be required and should be attached to the S/TAF.
The Conditions of Employment orm is required for all newly hired employees, and employees whose status is changing (from temporary non-student employee to student employee or vice versa). It must be signed by the employee in ink and should be attached to the S/TAF. This form is not required for simple budget changes, salary increases, extensions or seperations.

Employment Eligibility Verification (I-9) PDF
This form is required for all employees in order to comply with Federal law (the Immigration Reform and Control Act of 1986). The student employee must provide original documentation (copies and facsimiles are not acceptable) which establishes both identity and employment eligibility. See the back side of the I-9 form for a list of acceptable documents. If students are using a Social Security card, they must present the original card and supervisors should photocopy the front and back of it. The student employee must complete Section 1 Employee Information and Verification on or before their first day of work, and sign in ink. The employer will make a photocopy of the employee's documents to attach to the form, complete Section 2 Employer Review and Verification, and certify the I-9 by signing in ink.

For more information please refer to the I-9 Handbook.

W-4 (2008) PDF
This form should be completed so the Payroll Office can withhold the correct Federal income tax. Many students are exempt from withholding, but must complete a W-4 to indicate that. If an employee does not complete a W-4, their withholding will automatically default to single and zero. Employees may ask the Payroll Office for assistance in completing the form if they are not certain about their withholding status.

Hourly Time Report (Timesheet) PDF | Excel (calculating)
On-campus student employees should submit completed time sheets to their supervisors/employers immediately after the end of each pay period. You can download the timesheet as either a PDF or Excel document. The Excel document includes both a printable version of the timesheet and a calculating timesheet. If you're using the calculating version of the timesheet, be sure to input the times you start and end your work shift using a colon between the hours and minutes in 24-hour time. The hours will total automatically! Remember that the employee, supervisor and account manager signatures are required in ink.

International Student Certification PDF
International students with an F-1 or J-1 visa are eligible to work on campus. The student must have an INS form I-20 or DS-2019. They must apply for a social security number AFTER they have been offered an on campus job. Before they apply for a social security card they must ask the employer for a verification letter, which will then be signed by the Coordinator for International Programs and Services (located in Library 2153). This letter will be given to the Social Security Administration when the International Student applies for the card. A student will not be given a card without this letter.

On-Campus Job Description Form PDF
If you would like to post a job on campus, a job description of your position will be needed for audit purposes. Complete this form if you know that there is not an existing job description for your position in the student employment database. On campus employers may also send their job description information by email.

Generic Application PDF
Supervisors may use this form for their hiring process. This generic application is available as a convenience to employers who have not created their own customized application for hiring. This form does not replace the STAF, but it can be used for the selection process.

Time Keeper Instructions WORD
A guide for supervisors/timekeepers filling out hourly and student timesheets and completing the recap. Also includes a quick formula guide for determining 1/4 and 1/10 hours.