Hiring Student Employees

Students who are already active employees do NOT need to complete new forms when taking new positions in a different department.  To check to see if your student is already active, go here https://eelookup.ohio.edu/eelookup/eelookup. If the student name populates, only complete the OPERS form(s) and the Student Employee Information Sheet. 

New Student Employees:  Complete all forms on or before the first day of work. All completed forms should be sent together to University Human Resources via campus mail as soon as possible.

To ensure that the student receives their first pay on time, forms must be received in UHR no later than the 2nd Friday in the pay period in which the employee’s start date falls.

FORM INSTRUCTIONS
Student Employee Information Sheet Complete ALL fields. On the department line, please indicate the official department name. Only check those boxes of forms you are including with the packet.
I-9 Employment Eligibility Verification

This is a two-page form. Page 2 is to be completed by the hiring department or a UHR representative. It is critically important that this form is completed without errors.  Web-based training for completers is available here: http://www.ohio.edu/hr/development/elearning.cfm.  Completers are encouraged to contact UHR for assistance (740-593-1636).  

DO NOT MAKE COPIES OF THE EMPLOYEE’S ACCEPTABLE DOCUMENTS. SEND ONLY PAGE 1 & 2 OF THE EMPLOYMENT ELIGIBILITY VERIFICATION FORM.

OPERS Exemption 
Instructions

Use this form if the student elects to be exempt from OPERS (Ohio Public Employees Retirement System). To be eligible for exemption, an Ohio University undergraduate student must be enrolled at least six (6) credit hours, and an Ohio University graduate student must be enrolled at least five (5) credit hours. Student employees enrolled somewhere other than Ohio University are not eligible for the exemption.

NOTE:  THIS IS A TIME-SENSITIVE FORM THAT SHOULD NOT BE COMPLETED MORE THAN 30 DAYS PRIOR TO THE START DATE. No corrections are permitted on the OPERS Exemption form. If the student makes an error, start over on a new form instead of trying to correct their error.

OPERS Information Sheet and  SSA-1945

Only Ohio University students who want to enroll in OPERS and ALL students enrolled somewhere other than Ohio University should complete these forms.  

DO NOT COMPLETE AN OPERS EXEMPTION FORM (above) IF ENROLLING IN OPERS.

State Fraud Form All new employees are required to complete this form.
Direct Deposit Authorization form OR My Personal Information portal

While direct deposit is not mandatory, it is strongly encouraged. Direct deposit can be used for any bank located in the USA.  EMPLOYEES ARE ENCOURAGED TO UTILIZE THE My Personal Information PORTAL TO PERSONALLY SET-UP THEIR DIRECT DEPOSIT.

W-4 Federal Form and Ohio University Employee’s Withholding Certificate

Ohio residents and residents of states without reciprocity agreements:  Ensure student completes entirely.  This includes the Ohio School District Number on the Ohio Employee’s Withholding Exemption Certificate (IT 4), which is frequently missed. If student does not know their School District number, it can be looked up here: https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/default_schooldistrict.aspx 

If student writes “exempt” in box 7, he or she should not write anything in box 5. Please make sure the student understands that exempt status means that NO federal income tax will be withheld.
Residents of Kentucky, West Virginia, Michigan, Pennsylvania and Indiana

Residents from Kentucky or West Virginia may complete the corresponding W-4 plus the Reciprocity Agreement Form if they choose to be exempt from Ohio tax withholding.
Residents from Michigan, Pennsylvania, or Indiana may choose to be exempt from ALL state tax withholding by completing the Federal W-4 form and leaving the Ohio IT-4 portion of the form blank. Please note on the form, “See Reciprocity Agreement.” They should complete and attach the Reciprocity Agreement Form.

For Non Resident Aliens Only – tax compliance On the W-4, nonresident aliens must write "Nonresident Alien" or "NRA" above the dotted line on line 6.  They should also complete the New Employee Tax Compliance Notification to gain access to the Glacier software to determine their tax status.  They will receive a password and instructions on how to access Glacier via an email. The Glacier software will provide the appropriate tax forms.
Minors – students under age 18

Student required to submit

  1. Parent or Guardian Consent Form
  2. Provide proof of age document and
  3. School certificate. 
Hiring Manager must provide a written wage agreement to the worker.  A copy of the agreement should be sent to UHR along with documents.  This may be a written letter of offer or you may choose to use the following form:  http://com.ohio.gov/documents/laws_Minor%20Wage%20Agreement.pdf

If you have any questions or concerns, please contact University Human Resources at 740-593-1636.

Student Financial Aid employment information