Hiring Forms:

Eight steps need to be addressed when adding a student employee to the WWU payroll system. The hiring employer initiates work on these forms.

In order to view the PDF documents your computer must have the Adobe® Acrobat® Reader installed. Once Acrobat® Reader has been downloaded and installed on your computer you will not have to repeat this process in order to view these or other Acrobat files. The free Adobe® Acrobat® Reader is available to download for all major operating systems.

Step 1: For a new employee, print out and complete the Student Information Form. The student employee must sign this form. Retain this form in your office.

Step 2: Complete the I-9 Form no later than the 3rd day of employment. Prior to completing the form, please review the Completing The I-9 Form web page. Securely retain the completed form in the hiring department's office for 3 years after the termination date

Step 3: Complete and send in the W-4 Form to Human Resources (mailstop 5221).

Step 4:

For Grant and Salaried Students (e.g., resident advisors and associated student positions): Complete and submit On-campus Student Employment e-form.

IMPORTANT NOTE: When you receive the form back into your email box, open the e-form immediately to verify that the form has been locked as Complete by Human Resources. If it hasn't been, read the "comment" section to determine why the form was returned and what action is required. The form will be available to you under Form Finder.

For Departmentally Funded Student Hourly, work study, and non-uniform positions: Please use the Banner Electronic Personal Action Form (EPAF) field NOAEPAF. Training sessions for using the EPAF (course title "Electronic Approvals") are available at the WWU Traning website: https://west.wwu.edu/training.

IMPORTANT NOTE: To determine the status of your student employee transactions, please run the NWREATR report of all your transactions originated within a specified date range. The transaction will also be available by using NOAEPAF as a search tool.

Step 5: Encourage students to set their paycheck to directly deposit into their bank or credit union. Signing up for direct deposit can now be done in Web4U. Around the beginning of November, 2009, paychecks will no longer be available to be picked up from the Cashier's office. If a student does not have direct deposit set up, the checks will be mailed to the W-4 address.

Step 6: Provide a job description to the student employee.

Providing a job description to your student employee is an essential aspect of the supervisory task. A well-written job description ensures that your student staff understands the nature and expectations of the job. We provide a Sample Job Description that you may use as a template to customize to your own departmental needs.

Step 7: Determine Background Check Requirement.

Student employees are now subject to the university's Conducting Background Checks Policy. Review the Security Sensitive Position Assessment to determine if a criminal background check is required. If you mark "yes" to any of the questions or would like to discuss the assessment with Human Resources, please contact Stephanie Ludemann at 360-650-3306. If a Criminal Conviction Verification (CCV) process is determined to be necessary, provide the student with the CCV form to submit to HR, MS-5221. The student may begin work pending the outcome of the background check. HR will only contact you if a follow up is necessary.

Step 8: Provide on-going skill development and feedback to your student employee.

The supervisor's handbook includes a framework for skill development and feedback as well as for employee evaluations. Implementing sound supervisory practices will help you create a positive and productive work environment.

WWU Student Employment Eligibility Criteria

Frequently Asked Questions About General Employment Eligibility

Timely completion of payroll forms ensures that your student employees will receive their paycheck on time. View the Human Resources/Payroll Schedule to determine form submission deadline dates.

2009 Human Resource/Payroll Schedule

Will your student employee have driving responsibilities as part of his or her job duties? If so, consult the WWU Risk Management State Driver Information Center on the web at http://www.wwu.edu/depts/ehs/riskmanagement.shtml#state