Student Employment

Paperwork Required for Hiring Students

Employment Eligibility Verification Form (I-9)

I-9 form must be completed by the Student Employment Office in Human Resources, Sherman Hall 105.

All students employed are required to complete an Employment Eligibility Verification (I-9) to establish eligibility for employment. Students MUST complete the electronic I-9 form BEFORE a student may begin working for the first time at Western.

The Student Employment Coordinator, located in Sherman Hall 105, will verify eligibility by checking either one document in List A or one of each in B and C. The list of Acceptable Documents can be accessed through the Student Employment Office.The I-9 form must be completed and dated NO LATER THAN the first date of employment.

Ethics Test/Harassment Training

Student hired at the beginning of the academic year must also complete the online Ethics training and the Sexual Harassment training through their STARS account.

Authorization Form

The department is responsible for completing the online Student Employment Authorization Form following the procedures and training provided by the Student Employment Office. To enable completion of processing during the pay period, authorizations must be processed by the last working day of a pay period. This will generally be Friday.

If the student is only to be paid once, a Student Extra Help Payment can be processed online. Student Extra Help Payments can only be used for Regular Student Employment, not Federal Work-Study. Student Extra Help Payments follow the same deadlines and pay periods as Student Employment Authorizations. An electronic time card will not be issued.

Students may view their authorization and pay information on STARS under Employee Inquiry.

Tax Forms

It is recommended the student be sent to the Payroll Office (Sherman 221) on the first working day to fill out tax forms. If a student does not fill out tax forms, the maximum amount of taxes will be taken out of the paychecks. IRS regulations require that FICA (Social Security) tax be withheld for students who are enrolled less than half-time. Students enrolled half-time or more during spring and fall semesters are now exempt from FICA withholdings. During the summer term, students are exempt from FICA withholdings if enrolled half-time (3 hours).