Hiring Procedures

Departments are responsible for interviewing and making hiring decisions. Only one confirmation form per job is required per academic year.

In order to work under the Federal Work-Study program at Lewis & Clark College, the student must be awarded Federal Work-Study by Student Financial Services, be enrolled at least halftime, and be making satisfactory academic progress as defined by Lewis & Clark College in accordance with federal and institutional guidelines. If a student's Federal Work-Study eligibility changes during the term, Student Employment will notify the department supervisors.

If students are disqualified due to lack of satisfactory academic progress, they and their supervisor will be notified. Supervisors need to be aware that grade changes could change a student's eligibility. If supervisors receive notification of suspension of Federal Work-Study eligibility, they should call Student Employment for updated information on students' status before discontinuing employment.

Required Paperwork

All Student Employment paperwork MUST be completed before a student begins work!

• 07-08 Employment Request Authorization This form is used for both Federal Work-Study positions and Regular Student College Employment positions. Students with Federal Work-Study will receive pre-printed Employment Verification Forms with their FWS allocation indicated. This form must be completely filled out and signed by both the student and supervisor.
• I-9 Form In order to comply with U.S. Department of Justice Immigration and Naturalization Service regulations, all students must complete an I-9 form within three days of beginning work. Students complete the form in the Student Financial Services office. Failure to have a completed I-9 form on file with the College will result in the student's immediate removal from working on campus.
• W-4. This form provides tax status information so that the College can withhold the correct amount of Federal income tax from students' pay. The US Department of the Treasury Internal Revenue Service provides the form. If a W-4 form is not on file in the Business Office, the standard deduction will be single/one exemption.
• Direct Deposit. Students may have their monthly wages directly deposited to their domestic savings or checking account. They must complete the Direct Deposit form (available in the Student Financial Services office), and submit it to Student Financial Services by the 8th of the month that they wish to have direct deposit begin.
• FERPA. Students who will be dealing with any confidential information relating to students must be trained on FERPA compliance and must complete sign this form.

Click here to access a checklist for hiring students!

Timecards

Once the required paperwork is complete, Student Employment will verify the student's eligibility to work on campus. A confirmation of employment and a timecard will then be sent directly to the supervisor.

Completed timecards are to be submitted to the Student Financial Services office by 4 p.m. on the 15th of the month. Timecards must be complete and accurate. In order to be complete, timecards must contain the following information:

1. student name and ID number

2. number of hours worked each day

3. total number of hours worked during the month

4. rate of pay

5. department name and account number

6. supervisors' signatures

Supervisors need to verify that the final four digits of the account number, 5400 indicating on-campus FWS, or 5450 indicating non-FWS employment, are correct. If raises are granted, the hourly rate should be changed and initialed by supervisors.

Federal regulations state that supervisors must sign students' timecards verifying they have worked and earned the amount being paid and that the work was performed in a satisfactory manner. Timecards not signed by supervisors will not be processed. It is recommended that supervisors keep a photocopy of each signed timecard.