Hiring the Student:

• Access the applicant section of your job posting to change the "status" to "recommended student for hire".
• SFS will be notified by email that you have made a decision
• Submit Student Payroll Information Form (SPIF) to Student Financial Services (SFS)

Complete a Student Payroll Information Form (SPIF) for each student that you want to hire. Do NOT leave any blanks.

Student Payroll Information Form (SPIF):

• Complete the form in its entirety.
• Campus forms are submitted to SFS by hiring manager or supervisor-do not give the SPIF to the student
• CES forms should be mailed directly to Student Financial Services in time for processing for payroll
• Complete one of the following: FWS; FWS-CS; NON-FWS; International
• Circle the appropriate classification
• Write in the hourly rate
• The approved pay scale is included in the SPIF for your convenience.
• Department/Location is required
• 10 digit Account number is required (including 51340 for NON-FWS OR 51350 for FWS)
• Hiring Manager Signature is required
• Incomplete forms will be returned to the department and will delay the hiring of your work study

Work Study Hire Date:

• Students may not begin work until all payroll documentation is completed
• Student 'approved for hire' email will be sent through the online application system
• Do not allow any student to accrue hours for pay until hire date is confirmed

To confirm Federal Work Study for an applicant:

• Datatel
• AIDE
• 2012
• Student ID#
• FFWSP
• Award
• E status

The Award amount listed is "Estimated" for the Academic Year. Ex: $3500 = $1750 for Fall '11; $1750 for Spring '12. It is estimated status because the award may be reduced by Student Financial Services when a student has a change in their financial aid package. Although it is the student's responsibility to check in eLion, it is advised that supervisors access Datatel monthly to confirm the FWS award. Any earnings over the FWS award will be charged to the department NON-FWS budget (51340).

If you offer a job to a NON-FWS student, attach documentation to the SPIF that you have 51340 budget funding. Student Financial Services does not have authorization to monitor or approve NON-FWS funds. The student will not be approved to begin working without the documentation. International Student earnings are charged to the 51340 budget. Click here for International Student Hires.

Students Returning to Same Job do not complete an online application: The Hiring Manager submits the Student Payroll Information Form (SPIF) to the JLD Coordinator. Student employees are required to submit a new W-4 Form and Direct Deposit Information. An Email Notification of approval to begin work will be sent to the Hiring Manager.

New Students:
Email Notification from HR Applicant System

Student employees work a maximum of 20 hours per week determined by official class schedule. Work is not allowed during scheduled class time even if class has been canceled.

Supervisor will provide orientation for student employee(s) to review requirements and expectations including: Student Work Schedule, Attendance, Accurate Time Sheet Completion, Payroll Schedule, and Dress Code.

Hiring an International Student

A United States Social Security number is required for all persons to be hired in the US. To apply for a Social Security number, you must have a promise of a job.

The hiring supervisor will write a letter to Social Security with the details of the job: Click Here for SSA Letter Sample.

The International Student Coordinator will write a letter outlining your student visa status.

You will take both letters to the Social Security office with your passport and I-20 to complete the application.

Bring the original Social Security card, Passport, and I-20 for completion of the new hire documentation.

International students may not begin employment until the Social Security Card has been received and documentation requirements have been completed.