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Download Employment Forms

Before beginning the student employment hiring process, please read the Department Guide (pdf) and the new Department Student Employee Checklist (pdf).

Student Employees will need to complete these forms after they are hired for an on-campus job:

New Electronic Form:  Effective August 1, 2013, the new electronic fillable student employment form replaces the older initiation paper form.

Initiation Form

This Student Employment form (pdf) is required for setting the student up in the William & Mary payroll system. On this form, the supervisor provides the start and end date, pay rate, account number, and departmental information. The form is then forwarded to Financial Aid for processing.  We are unable to complete requests that are not filled out in their entirety.  The Student Employment Form is also used for any pay-rate adjustments or to terminate employment.

If you plan on rehiring 5 or more students, please complete the Rehire Excel Spreadsheet. These students must have been employed in this position previously. 

If you are planning to hire students who are going to be paid semi-monthly, please use this form from Human Resources.

Please refer to the instruction guide for terms and definitions of student positions and other information on completing the form.

I-9 Form

On January 1, 2012, William & Mary moved to an on-line I-9 employment verification processing. No paper I-9s can be accepted. The Employer website for verifying I-9s using the online system is now available to all hiring managers and Human Resource liaisons.

If you do not have access to the Employer website for the online processing of I-9 forms, please visit the William & Mary I-9 Resources page.

Completing the I-9 Form

All employees of W&M must complete Section 1 of Form I-9 between the time an offer of employment is received and the end of the first day on the job. Please note the I-9 is available as an online form only. The link to this online I-9 should be provided to your new employee. The hiring manager or an authorized person in your Department or Office of Human Resources must use the online I-9 website to complete Section 2 of Form I-9 while examining evidence of identity and employment eligibility within three (3) business days of the date employment begins (the new employee must present original documents identified by the USCIS). Provided is the William & Mary I-9 Resources page, which provides guidance on obtaining access if you are new to the E-verify process. It also has useful guides and presentations on the working through the I-9 process.


William & Mary has a list of security policies.  Please read them, as they will help you understand how to classify, use, and protect sensitive data.

The U.S. Citizen and Immigration Services website provides detailed information about completing the I-9. 

Tax Forms and Direct Deposit Authorization Forms
Effective January 1, 2018, these forms must be completed online. The forms will be available once the Student Employment Form has been processed in the Office of Financial Aid. To access the forms, follow the steps below:
  1. Logging into Banner Self-Service
  2. Select Employee
  3. Select Employee Forms
Confidentiality Agreement

Students must complete the Confidentiality Agreement (pdf) before starting work at W&M.  This form is to be retained by the supervisor for their employment files.

Student Employee Evaluation Form

Employers must complete the Student Employee Evaluation Form (pdf) for each student employee after either six months or at the end of their employment period.  This form is to be retained by the supervisor for their employment files.