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General Hiring Procedures

 

Campus Employers

If interested in hiring a student employee, you can send a job announcement to Student Employment or you can post your announcement on RAMweb via our website free Job Posting Service to advertise an opening. The job announcement will be placed on RAMWEB. Employers must fully comply with the University's Non-Discrimination Policy. Important things to remember:

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

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

  • 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.

Required Forms for Student Employment Services

The forms listed below must be submitted to Student Employment Services upon hiring a student employee in Oracle.

  • Exception: When hiring a student employee with an existing active student assignment in Oracle, it is not required to complete the Form I-9 again unless there have been changes to the original information submitted.

1.  Employment Eligibility form - 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 Form I-9.
  • Attach copies of supporting documents to the Form I-9.
  • 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.

2.  Employment in a Job Not Covered by Social Security (Form SSA-1945):

  • The Social Security Protection Act of 2004 requires employers such as Colorado State University who do not participate in the Social Security program to inform employees of the potential future reduction of benefits. Form SSA-1945 fulfills this requirement. Please forward the SSA-1945 for all student employees hired in your department.  You may also visit the Human Resources Services website for more information on this requirement and/or to obtain a copy of the SSA-1945 form. 

 

Required Forms for Colorado State University Payroll 

 

The forms listed below must be submitted to Colorado State University's Payroll Office upon hiring a student employee in Oracle.

1.  Payment Disposition Action form (PDA):

  • The student must furnish a voided check or other bank document (i.e., deposit slip) showing the student's routing and account numbers to set up direct deposit of pay to a checking or savings account.

2.  Employee's Withholding Allowance Certificate (W-4):

  • The W-4 form is used to determine the correct amount of tax withholding to deduct from employees' wages. When filling out a Form W-4, an employee calculates the number of Form W-4 allowances he or she will claim, based on his or her expected tax filing situation for the year. For each allowance taken, the amount of money withheld as Federal income tax is reduced. The IRS Withholding Calculator may be used to calculate withholding allowances more exactly.