ORIENTATION 2009 : QUESTIONS ABOUT WORKING ON CAMPUS

Is the Form W-4 and Form I-9 required?

Yes. Both forms are required by law if a student plans on working on campus.

What is the Form W-4?

The Form W-4 is used to indicate to the Payroll Office how federal and NY state employment taxes are to be withheld from the student's paycheck.

What is the Form I-9?

Federal regulation requires that the Colleges obtain proof of employment eligibility from any employee including student employees before they be allowed to work on campus. This is done by completion of the Form I-9. If a student plans to accept either a Federal College Work Study position OR a non-work study position on campus, they must complete an I-9 form prior to their first day of work. I-9 forms may be filled out in the Office of Human Resources.

What if the student does not know if he/she will be working on campus?

If the student is unsure about whether or not he/she will be working on campus, the student is not required to complete the Form W-4 and Form I-9. However, we have found it is best that the students complete these forms during Orientation in case they decide to work later.  

What happens if the student starts to work and does not complete the forms?

The student's ability to work will be stopped immediately if he/she fails to produce the required document(s), or a receipt for a replacement document(s) (in the case of lost, stolen or destroyed documents), within three (3) business days of the date employment begins.  Permission to work will occur once the documents have been viewed and documented by a representative of Human Resources.

Does this requirement apply if the student was awarded work-study as part of his/her financial aid?

Yes.

Are original documents required to be presented when filling out the forms? 

Yes. The student must present original documents as required by federal law.  

What if the student's parent/guardian does not want to release the original documentation (social security card, birth certificate?)

The Office of Human Resources will be available under both the Hobart and William Smith tents during orientation.  Parents may bring with them the documents necessary to complete the I-9.  Once the documents are reviewed and documented by a representative of Human Resources, the documents will be returned immediately to the parent(s).    

What if the student does not know how many exemptions to claim on Form W-4?

It is recommended that students should consult with their parent/guardian and/or tax advisor to determine how they should fill out the Form W-4 especially if the parent/guardian claims them on their annual tax return.  The Office of Human Resources is not able to provide individual tax advice.

MORE INFO

If you have additional questions about working on campus, please contact the Business Office at 315-781-3342.