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New Student Employee Processing

As soon as you hire a student in a new position, immediately complete an Electronic Personnel Action Form (EPAF) in Bannerweb.  Once you submit the EPAF, we will notify you immediately of students who have never worked on campus before and need to completed their paperwork before they can begin working.

Students working on campus for the first time must complete their tax forms and I-9 form before they may work on campus. It is illegal to do otherwise. If the University were audited, we could be fined for each day the student worked illegally. Completion of the I-9 form requires students to present original documents to prove that they can legally work in the U.S.—photocopies are not accepted. On the I-9, the Department of Homeland Security's Employment Eligibility Form, is a list of acceptable I-9 documents. A student can pick one item from column A alone or a combination of one document each from columns B and C. If you need a student to work right away and they do not have any of the required documents they may have a few options for obtaining a new Social Security card.

Once the student has completed the required paperwork, a Release to Work (RW) form will be given to the student to give to the supervisor. The RW notifies the supervisor that the student is approved—or temporarily approved—to work on campus. They may begin working immediately, keeping track of hours until Web Time Entry is available.

International students working on campus for the first time must first obtain a letter from Krittika Onsanit in the Office of International Education stating that their visa allows them to work. See the detailed instructions on the steps the international student needs to take to become a student employee are listed in the International Student section of this website for more information. Depending on treaty agreements with the student's home country, the steps involved in completing payroll paperwork may differ. The Office of International Taxation will assist them through this process.