Hiring Procedures

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

In order to work under a Work-Study program at Lewis & Clark, the student must be awarded Work-Study by Student Financial Services, be enrolled at least halftime, and be making satisfactory academic progress as defined by the College in accordance with federal and institutional guidelines. If a student’s 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 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 working!

Employment Request Authorization

This form is used for all Work-Study positions. Students with a Federal Work-Study or Lewis & Clark Work-Study award will receive pre-printed Employment Request Authorization Forms, which will indicate their Work-Study allocations. 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 Form

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 Form

Students may have their monthly wages directly deposited into their domestic savings or checking account. They must complete the Direct Deposit form (available in the Human Resources office), and submit it to Payroll by the 15th of the month that they wish to have direct deposit begin.

FERPA

Student employees who will be dealing with confidential information relating to students must be trained on FERPA compliance and must complete sign this form.

Web Time Entry

Once the required paperwork is complete, Student Employment will verify the student’s eligibility to work on campus.  A confirmation of employment will then be sent directly to the supervisor and the student’s web time entry will be set up on WebAdvisor.

Time entry is due by 4pm on the last working day of each month.  Students’ supervisors must approve time through WebAdvisor.

Student Web Time Entry Manual

Supervisor Web Time Approval Manual