Student Employment Forms & Policies

Off Campus Employees: 

Work-Study Authorization Form - Needed with new hire paperwork and at the beginning of each semester. Student employees cannot work until Student Employment has received this form and supervisors have received a Work-Study Confirmation email.

On Campus Employees: 

Work-Study Authorization Form is not by default required, but may be required at the discretion of your department supervisor.

• Work Study Authorization Form - submit this form to request a Work-Study award

• Address/Phone/Email Change Form - Only required if Employee needs to update their contact information in HRMS after initially being hired.
• Direct Deposit instructions - Direct Deposit should be entered online in the employee portal.
• Emergency Contact Worksheet - Student emergency contact information.
• Federal I-9 Employment Eligibility Verification - Student must present original verification document/documents to the employer in person. Students will receive an email from HireRight with instructions for completing Section 1 of Federal Form I-9 online to verify eligibility for employment. (NOTE: This form doesn't open in Chrome. Please use another browser.)
• Personal Information Worksheet - Student personal information.
• University Background Check Form - Students will receive an authorization request email from Support at HireRight, Inc. which asks them to enter personal information. The length of the background check depends on how many counties the candidate has lived in. On average, the report takes between 5 – 7 business days. This form should only be completed by the HR Business Partner.
• W-4 Instructions - Use the Internal Revenue Service’s Form W-4 to determine how much federal and state taxes will be withheld from your pay.

The Student Employment Office recommends that all forms be submitted before employers initiate the background check.​​​​​​​​​​​​​​​​​​​​​​​

• Work-Study Authorization Form - Needed with new hire paperwork and at the beginning of each semester. Student employees cannot work until Student Employment has received this form and supervisors have received a Work-Study Confirmation email.
• New Hire Packet - Read and follow the instructions carefully when completing the forms included in this packet.
• Address/Phone/Email Change Form - Used to update student personal information.
• Background Check - Student Employment Office will request, via email, a background check request form from the employer indicating which background checks they want completed. Students will receive an email from HireRight, Inc. requesting information and submission of a background check. The student cannot start working until all background checks have cleared.
• Direct Deposit instructions - Direct Deposit should be entered online in the employee portal.
• Emergency Contact Worksheet - Student emergency contact information.
• Federal I-9 Employment Eligibility Verification - Student must present original verification document/documents to Student Employment in person. Students will receive an email from HireRight with instructions for completing Section 1 of Federal Form I-9 online to verify eligibility for employment. (NOTE: This form doesn't open in Chrome. Please use another browser.)
• Personal Information Worksheet - Student personal information.
• W-4 Instructions - Use the Internal Revenue Service’s Form W-4 to determine how much federal and state taxes will be withheld from your pay.
  

• Work Study Authorization Form - submit this form to request a Work-Study award

• 2025-2026 Bi-Weekly Payroll Calendar- Bi-Weekly Payroll Calendar for all hourly and work-study students.
• Job Description Sample Template​​​ (For Employers Only) - According to federal regulations, work-study position job descriptions must include the categories that are listed on the left-hand side of the sample template.
• Notice of Separation - Form to submit to the Student Employment office when a student has discontinued employment.
• Student Assistant Pay Ranges- The minimum and maximum pay rate for each job class.
• Student Employment Handbook- Student employment policies and information.
• Student Evaluation Form - Form to help evaluate student employees within university departments.
• Student Termination Form - This form is used to terminate a student from an employment position.
• Work-Study Hours Tracking - Spreadsheet for supervisors to track work-study award earnings for work-study employees.
• PET Request Form - use the Work-Study Payroll Expense Transfer (PET) Request form to transfer earnings from the employing department's speedtype to a work-study speedtype.