Hiring Procedures

Procedures for Hiring FWS Students

After selecting the student you would like to hire, here are some things you need to consider:

  • Verify with the Office of Financial Aid that a student is work-study eligible, and has been awarded work-study funds.
  • Is this a first-time work-study student? If so, what are the procedures?
  • Is this a returning (re-hire) work-study student? If so, what are the procedures?
  • Have you updated the job description in Handshake?

REMEMBER: Supervisors are required to submit a Personnel Action Form (PAF) for every student they hire, to Griselda Jerez in Human Resources each academic year. Contact Griselda Jerez if you have any questions.

A first-time work-study student is a student who has never worked at CMC and needs to complete a New Hire Packet. The student can obtain this paperwork from the Payroll Office. A returning student (re-hired) is a student who has previously participated through the work-study program and has completed an updated Hiring Packet. Please contact Monica Diaz or Wendy Munoz for complete packet details.

Required Employment Paperwork For First-Time Work-Study Students I-9 Form
When filling out a New Hire Packet with the Payroll Office the student is required to complete an I-9 form. The Immigration and Reform Act of 1986 requires each employee to provide documentation that verifies the employee's identity and eligibility (U.S. citizens, noncitizen nationals, lawful permanent residents, and authorized aliens) to work. The student is required to submit documentation when filling out the form. As required by law, all documents must be original and unexpired. Click here for a list of acceptable documents the student can use to complete the New Hire Packet. The New Hire Packet along with the I-9 form must be completed before beginning to work.

W-4 & DE4 Forms
Students must complete a W-4 & DE4 form before employment. Federal Work-Study earnings are taxable income and subject to federal and state taxes. Students are exempt from FICA taxes during the academic year (ex: Social Security, State Disability and Medicare). All students must have a valid Social Security number.

Once the student has submitted a complete New Hire Packet to the Payroll Office, the supervisor is required to submit a complete Personnel Action Form (PAF) to the Human Resources Office.

Both the Payroll Office and the Human Resources office are located at 528 N Mills Ave.

Supervisor Requirements with First-Time FWS Students include:

  1. Discuss with the student and verify with the Payroll department that the New Hire Packet is complete and on file with the Payroll department. NOTE: No student will be paid for work completed prior to completion of the required employment paperwork.
  2. The Office of Financial Aid will provide you with confirmation that the student has an award through the work-study program. Financial Aid will also provide the supervisor with the correct account number. Please match the account number to your department’s job code.
  3. The department supervisor is responsible for completing a hard copy PAF for every student they hire and submitting it to Griselda Jerez in the Human Resources office. The department supervisor who signs the PAF must be the same person who will approve the student's time sheet. NOTE: If you submit the Personnel Action Form the same day as payroll, the student may not be paid until the next pay period.
  4. In order to provide CMC students with accurate and current records of job listing(s) both on and off campus, the department supervisor must update their job description(s) in Handshake. NOTE: Job descriptions are provided by the supervisor and necessary in order to be in compliance with federal regulations and to continue to receive annual funding. Do not forfeit this opportunity to receive federal funding.

If you have any questions regarding the verification of the required paperwork, you may contact either Monica Diaz or Wendy Munoz.

Supervisor Requirements with Returning FWS Students (re-hired) include:

  1. The Office of Financial Aid will provide you with confirmation that the student has an award through the work-study program. Financial Aid will also provide the supervisor with the correct account number. Please match the account number to your department’s job code.
  2. The department supervisor is responsible for completing a hard copy PAF for every student they hire and submitting it to Griselda Jerez in the Human Resources office. The department supervisor who signs the PAF must be the same person who will approve the student's time sheet. NOTE: If you submit the Personnel Action Form the same day as payroll, the student may not be paid until the next pay period.
  3. In order to provide CMC students with accurate and current records of job listing(s) both on and off campus, the department supervisor must update their job description(s) in the Career Services Center NACELINK/Simplicity database. NOTE: Job descriptions are provided by the supervisor and necessary in order to be in compliance with federal regulations and to continue to receive annual funding. Do not forfeit this opportunity to receive federal funding.

If you have any questions regarding the required paperwork, you may contact either Melinda Cabrera or Wendy Munoz, in the Payroll Office.

Contact

Office of Admission and Financial Aid

Claremont McKenna College
888 Columbia Avenue
Claremont, CA 91711

Phone: (909) 621-8356
Fax: (909) 607-0661
Email:

Campus Location

Kravis Center, Lower Court
888 Columbia Avenue
Claremont, CA 91711