After selecting the student you would like to hire, you must:
Verify with the Office of Financial Aid that a student is work-study eligible, and has been awarded work-study funds.
Make sure you have updated the job description with Handshake. 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.
Have the student submit the appropriate forms as detailed below.
Submit a Personnel Action Form (PAF) for every student you hire to Griselda Jerez in Human Resources each academic year. The department supervisor who signs the PAF must be the same person who will approve the student's time sheet.
First-Time Work-Study Students
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 department. The packet includes: I-9, Employment Eligibility Verification; W-4, Employee's Withholding Allowance Certificate; and DE4, State of California Employee’s Withholding Allowance Certificate.
I-9 Form: The Immigration and Reform Act of 1986 requires each employee to provide documentation that verifies the employee's identity and eligibility 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.
W-4 & DE4 Forms: 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.
Returning Work-Study Students
A returning student must complete an updated Hiring Packet.
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.
If you have any questions regarding the required paperwork, you may contact Monica Diaz in the Payroll Office.