Student Employee Paperwork

Student employees must present valid ID in order to complete the Form I-9 (federal authorization to work), the Form W-4 (federal tax withholding), and the Form OR-W-4 (state tax withholding). These forms must be completed before a student can begin working in a student employment position.

Federal Form I-9

This form is required for proof of employment eligibility. This is a federal form issued by the government that must be completed whenever a person starts working for a new employer. Immigration laws require that all new employees complete a Form I-9 and present documentation verifying that they are a citizen of the United States or eligible non-citizen, and eligible to work in the United States. This is done only in person with a Human Resources representative, as documents must be witnessed.

We cannot accept copies of the documents to complete the Form I-9. We must see the original, unexpired document(s).

Documents most commonly used as valid ID include:

• Original unexpired passport

• Original Social Security card and photo ID (state or University ID acceptable)

• Original birth certificate (certified copies acceptable) and photo ID (state or University ID acceptable)

For a complete list of valid documents please refer to the back of the Form I-9.

Federal Form W-4

All employees must complete the Form W-4 the first time they are hired on campus. The Form W-4 determines an employee's state taxes that are withheld from the employee's paycheck. Employees do not need to submit a new Form W-4 in future years unless they want to change their withholdings or claimed Exempt from withholding. 

State Form OR-W-4

Starting January 2020 all new employees must complete the Form OR-W-4 the first time they are hired on campus. The Form OR-W-4 determines an employee's state taxes that are withheld from the employee's paycheck. Employees do not need to submit a new Form OR-W-4 in future years unless they want to change their withholdings or claimed Exempt from withholding. 

Student Employment Offer Letter

Students will be required to complete a Student Employment Offer Letter for each position that they are offered on campus. Once a student is offered a position on campus and has completed the above paperwork, the Student Employment Offer Letter will be made available online through their PeopleAdmin Applicant Profile. Student's will receive an email letting them know once the Student Employment Offer Letter is available to sign.