General Hiring Procedures

If interested in hiring a a a student employee, you can send a job announcement to Student Employment or you can complete an announcement at our web site: ses.colostate.edu to advertise an opening. The job announcement will be placed on RAMWEB. Employers must fully comply with the University's nondiscrimination policy. If you are hiring a work-study student, you must determine eligibility of the student during the interviewing process by asking to see proof of the work-study award. Please note that the award is specific to the academic term in which the award is to be used, fall semester only, spring semester only, or the entire academic year.

If you are hiring a student who is already employed by another department, the following forms do not need to be completed again unless the student tells you there has been a change from the original information submitted. The Payroll forms (Payment Disposition Action Form and W-4) must be sent to the Payroll office.

a) Employment Eligibility form (I-9):

• The student completes section 1.
• The employment coordinator completes section 2. A driver's license and social security card or a passport are the documents most frequently used to complete the I-9 form.
• The employer completes and signs the Employment Verification Affirmation Form required by the state of Colorado and attaches copies of supporting documents to the I-9 form.

NOTE: When the student needs to apply for a duplicate social security card in order to use it as proof of employment eligibility, a copy of the Receipt for Application for Social Security Card is given to the student by the Social Security Administration. The employer should ask to see this to determine that a duplicate number has been requested. When the actual Social Security Card is received by the student, the student must take the card to the employment coordinator so the I-9 can be completed. The employment coordinator then sends the completed I-9 to Student Employment Services.

b) Payment Disposition Action form:  The student must furnish a voided check for direct deposit of pay to a checking account, or a deposit slip for direct deposit into a savings account.

c) Employee's Withholding Allowance Certificate (W-4)  

The student should NOT begin work until all necessary paperwork has been completed.

The student should be referred to the Student Employment Services website -- Policies and Procedures -- for rules/regulations, the pay period schedule, and other important information concerning student employment.

If it is known that a student is not exempt from the Student Employee Retirement Plan, the SSA 1945 form should be completed and returned to Student Employment Services.