Student Employment Center - Hiring Process

Step 1: Extend an Offer of Student Employment

Use the Student Employee Information Form (it organizes student employment information for positions during each fiscal year, from July 1st to the following June 30th). Information on the first page is required of ALL Western Washington University Student Employees.
Complete Section 1 "Offer of Student Employment" of the form by tabbing from field to field
Print the form (duplex), sign on page 1, and attach the Job Description for the offered position

Give to the student (either in person or by mail) along with any other required employment forms (I-9, W-4, Instructions for background check, etc.)

Step 2: Instruct student to complete forms and schedule a return meeting with you

Complete Section 2. "Student Information" and sign on page 1 to accept the job
Complete any other employment forms needed ( I-9 and/or W-4, etc.)
If this position requires it, give student Criminal Conviction Verification form (see alert for more information)
Follow mandatory program if driving is required - see alert for more information
Return all completed forms to a meeting with supervisor (see Step 3)

Step 3: Conduct meeting with the student to review documents and conditions for employment

Confirm Award amount with student's copy of emailed Confirmation of Work Study
Instruct student to track their hours using Student Work Study Budget Tracking form

Instruct student in Web Time Entry referring to the guide, and review required submission dates, late hours and overtime.
Student employee pay is distributed on regular university pay dates.
Direct student to sign up for Direct Deposit in Web4U. If the student does not sign up for automatic deposit, a paper check will be mailed to their W2 address. Students who do not elect to use direct deposit must be made aware of this information regarding mailed payroll checks, since many students use their permanent address on their W2.
A student's payroll check is not applied to his/her student account.

Supervisor signs page 2 of the form confirming eligibility process is complete and accurate

Step 4: Set up Student Payroll

Form Name	Departmentally Funded Hourly and Non-Uniform	Work Study Funded	Departmentally Funded Salaried	Foundation Funded	Grant Funded
Banner EPAF	Yes	Yes	No	No	No
Student Employment Form	No	No	Yes	Yes	Yes

Step 5: Track Wage and Job Title changes

Use Classification Guidelines to review new Job Titles & Job Description Template to develop new position
Use Rate of Pay to confirm new rate remains in range for position
Complete and submit appropriate form ( NOAEPAF or Student Employment Form)
Record transaction information in Section 4 of the Student Employment Information Form, under Electronic Employment Forms.

Step 6: Terminate Student Position if the student loses eligibility or leaves

System will mass term Work Study students on 6/15 and all others on 6/30
Complete and submit appropriate form ( NOAEPAF or Student Employment Form)
Record transaction information in Section 4 of the Student Employment Information Form, under Electronic Employment Forms.
Submit appropriate forms to terminate all other employee access (e.g. Banner, Outlook, etc.)

Step 7: Store the completed form for six years after the end of the fiscal year