New Hire Paperwork
Congratulations on your recent Student Employment job offer! Before you can be approved to work, you must complete new hire paperwork. There are a few documents that you will need to bring with you in order to complete this paperwork.
I-9 Documentation: Click here for a full list of acceptable I-9 documentation. See below for more information.
Is a photocopy of my identification acceptable for the I9 form?
No, you may not use a photocopy of your identification. All documents must be unexpired, originals per federal government regulations.
1. What form of identification is acceptable for the I9?
- You may review the List of Acceptable Documents associated with the I9 form to be sure you have the correct forms. The most commonly used forms of ID’s are either one form from List A which may consist of U.S. Passport or one form from List B and one form from List C. Some examples from List B are Driver’s License, Federal or state ID, or School ID Card. Some examples from List C are a Social Security Card, Birth Certificate, or Certified Copy of the Birth Certificate.
2. What if I can’t find my birth certificate or social security card?
- If you do not have another acceptable form of ID that can be used, then you will need to replace either your birth certificate or social security card. To replace your birth certificate, you will need to contact the county courthouse in the county you were born and pay for a certified copy. To replace your social security card, you will need to go to the Social Security Office. The receipt for a replacement card may be used until the original card is received by mail.
Direct Deposit Documentation: Banking Information will be needed, see below for acceptable information.
What do I need to set up my direct deposit?
You must provide documentation with your banking account information. You may use a voided check, a letter from your bank, or your bank’s direct deposit enrollment from (likely available on your banking app or website) that includes your name, bank name, routing number, and account number.
1. What if I want to change banks?
- Before closing out your existing account, complete a new Direct Deposit Authorization Form with new additional documentation to the Student Employment Office. After your next paycheck is successfully deposited in the new account, you may close the former account.
2. When will I be able to start working and when will I be paid?
- Students may begin working after they are approved by the state; typically 5-7 business days after the receipt of all needed hiring documentation. The hiring supervisor will notify them of their start date. State employees are paid in the arrears which means you are paid two weeks after your pay closes out. For example, if your timecard closes out on the 4th, you will receive payment on the 18th.
International Students: If you are an International Student, you may need additional documentation. You must be attending Shepherd University on an F-1 Visa; more information regarding International Students and Employment can be found here.