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Student Employment Forms and Documents

Table of Contents
For Students
 -  required paperwork
 -  policies and resources
For Supervisors/Approvers
Useful Internal Websites
Useful External Websites

For Students

REQUIRED HIRING PAPERWORK - only needed ONCE
Students only need to complete required paperwork once. Do not resubmit paperwork if you are rehired as student at Illinois Tech. (May resubmit if changes are needed.)
Federal W-4 (print) Federal tax form
Illinois W-4 (print) State tax form
I-9 Form*
Electronic I-9 Form 

*Requires supplemental documentation

An I-9 is an Employment Eligibility Verification form. Students will complete their portion of the I-9 form electronically; the link is emailed to students after the supervisor completes the electronic payroll authorization form (EPAF)

Non-Disclosure & Confidentiality Agreement (print) This is the university's confidentiality agreement. Review it with your supervisor and then sign and submit.
Direct Deposit Authorization
(print)
Direct Deposit Instructions


*
Requires supplemental documentation

Complete this form to set up automatic payments directly into your bank account. 
Instructions -- how to complete the form and what additional documentation is needed (e.g.: voided check or official letter from bank).
Personal Information Change Request*
Completed when Social Security Card is received


*International students only

When international students receive their SSN, they will use this form to submit their social security number to the Registrar's Office. This must be done within 4 (four) weeks after applying for a social security card.

STUDENT POLICIES AND RESOURCES
Student Employment Handbook for Students All student employment policies
Video demonstrations about completing the I-9 (from USCIS: United States Citizenship and Immigration Services) 
Hacking Your W-4 Infographic (from H&R Block)
Tutorials to help you complete your I-9 and W-4 forms
Student Employment Infograph General on-campus employment chart
Student Employee Timesheet Manual Step-by-step manual; student processes start on page 7
Timesheet Process Chart Flow chart (2015)
How to access an Unofficial Transcript Some offices will ask for student transcripts; here is how to provide that information
How to get a copy of your class schedule If asked for a copy of your schedule
Exit Survey For students to complete at end of semester

For Supervisors and Approvers

FWS Hiring Form For hiring Federal Work-Study students only
FWS Budget Calculator Template A template to assist departments in managing their Federal Work-Study student employee budgets.
Approver EPAF and Web Time Keeping Manual Timesheet manual
Stipend Deadlines 2016-2017  Pay date and entry deadlines for stipend students (TAs, RAs, GAs) for the current Academic Year
Student Employee Performance Evaluation Performance evaluations to be completed at the conclusion of each semester
Timesheet Adjustment Time In/Time Out (Paper Timesheet) Use this form to revise timesheets and for late submissions; submit to PAYROLL once complete
Interview Questions Printable template of common interview questions
EPAF Directions Step-by-step EPAF directions (2016)
Email Templates
Templates
Onboarding Checklist For first week of work training
Additional Hours Request Use to request that students work over the maximum for a limited period of time
Warning Notice Printable form outlining student employee infractions. Use to document, communicate and correct on-the-job performance issues after a verbal warning.
Student Employment - Employment Acknowledgement Printable example of work agreement between office and student

Job Offer Letter Form for SSN

This form is completed by departments when international students need a social security letter, and in other special hiring circumstances.

The job offer letter is required by the Social Security Administration to apply for a SSN. Typically, this form is only used by departments when a student is NOT hired through the electronic payroll authorization form (EPAF) system, though there are a few exceptions (e.g.: TA/RA/GA students and ARC Supplemental Instructors).
Management Resources:
8 Simple Rules for Managing Student Workers
10 Principles For Working Across Generations

Useful Internal Websites

International Center
Office of Financial Aid
Federal Work-Study
Jobs4Hawks
Payroll Forms
Payroll Calendars and Deadlines

Useful External Websites

Illinois Department of Labor
Students and Employment: Authorization Information (uscis.gov)
Foreign Students: I-9 Information (uscis.gov)
Internal Revenue Service (IRS)