Download Employment Forms

Before beginning the student employment hiring process, please read the Student Employment Handbook (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 W&M 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.

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, the College of 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 contact Ginia Anderson (757-221-2427 or [[gjanderson]]).

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). The Guide to Completing the Electronic Form I-9 provides you with information on both the new hire login and steps to complete a pending I-9 form. Also provided is the I-9 Quick Reference Guide, which can also be used to complete a pending I-9 form.

Resources

The U.S. Citizen and Immigration Services website provides detailed information about completing the I-9. Information most often requested can be found below:

Completing the I-9 Process - From Employee through Employer

Completing Section 1 - Employee Information and Verification

Completing Section 2 - Employer Review and Verification

Completing Section 3 - Updating and Reverification

Tax Forms

Commonwealth of Virginia Form VA-4 and IRS Form W-4 (2012) forms are completed by the student and submitted to the W&M Payroll Office.

Direct Deposit Authorization Form
The W&M direct deposit form (pdf) is completed by the student and submitted to the W&M Payroll Office.

Confidentiality Agreement

Students must complete the Confidentiality Agreement (pdf) before starting work at W&M.

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 thier employment period.