The Supervisors Role in New Student Employee Processing

As soon as you hire a student in a new position, immediately send a Job Approval Form (JAF) to the Student Employment Office.  Once the JAF is received, we will notify you immediately of students who have never worked on campus before and need to completed their paperwork BEFORE they can start working.

Students working on campus for the first time MUST complete their tax forms and Immigration I-9 form BEFORE they may work on campus. It is illegal to do otherwise.  If the University were to get audited, we could get fined on a per day basis 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 United States (photocopies are not acceptable).  On the I-9, Department of Homeland Security's Employment Eligibility Form, is a list of acceptable I-9 documents.  A student can pick 1 item from column A alone OR a combination of 1 document from column B and column C.

If you need a student to work right away and they do not have any of the required documents here are a few options.

Once the student has completed their required paperwork, a Release to Work (RW) form will be given to the student to give to the supervisor. This RW notifies the supervisor that the student is approved (or temporarily approved) to work on campus.  You can start working them right away (you do not need to wait on the pink copy of the JAF).

International students working on campus for the first time must obtain a letter from the Office of International Education (Krittika Onsanit) stating that their visa allows them to work. 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 web site.  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.