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Student Employment Manual: Required Paperwork

The following documents must be completed in the Student Employment/Human Resources Office as part of the hiring process.

I-9 Form – The Federal Government requires all employers to establish employees’ eligibility to work in the United States by completing an I-9 Form with them.  The I-9 Form must be signed in front of a Student Employment or Human Resources representative, so students should not sign it prior to coming to the HR Office.  Specific forms of identification are required for this employment eligibility verification and they are not necessarily documents that people carry around with them, so it is important that student employees look at the list of acceptable documents and make sure that they have them when they come to the HR Office.  For a list of acceptable documents click here.

W-4 Form – All employees are required to complete and submit a W-4 Form, which is the Federal tax withholding form which can be found here.

State Tax Withholding Form – Employees must complete state tax withholding forms.  Which tax form needs to be completed will depend on the student’s state of residency.  The Student Employment /Human Resources Office will be able to provide the appropriate form which can be found here.

Background Check – Depending on the nature of the position for which students are being hired, they may need to complete an authorization form for Shepherd University to do a criminal background check and, possibly, a credit check which can be found here.

Direct Deposit or WV Pay Card – Employees may elect to have their pay deposited directly into their bank account or elect to have a State Pay card which is similar to a debit card.  These are the only options available as the State no longer issues paper checks.  This form can be found here.

Drug Free Workplace Policy and Certificate – All employees of Shepherd University must abide by the Drug Free Workplace Policy.  Employees are required to sign a certificate stating that the policy has been made available to them and that they agree to abide by it.  This form can be found here.

For the full Student Employment Manual, click here.