>> Student
Employment Index
Hiring Checklist
1. Student Personnel Action Form (PAF)
Once eligibility has been confirmed, prepare the Student Appointment
Form. Remember to include:
a. Full name
b. Social Security number and ndID number
c. Home address
d. Graduate/Undergraduate level
e. Country of citizenship
f. Student's major
g. Required Timecard/Department Head Signatures
2. I-9 Form with copies of documents used
for verification and W-4 Form
If you are unsure if a student has an I-9
Form or W-4
Form on file, please e-mail the Student Employment Office at stdempl.1@nd.edu.
Please include the student's name and ndID or netID. NOTE: For security reasons, please do not include the student's social security number.
I-9 Requirements for US Citizens and Permanent Residents:
The back of the I-9 form lists all acceptable
documents which may be used for verification. You must supply
one document from list A or one document from each of List B and
List C. Most commonly used are:
School identification card and Social
Security card
- Driver's License and Social Security
card
- School identification card and Birth
Certificate
- Driver's License and Birth Certificate
- Permanent
Residents only: a copy of the Alien Registration Receipt
Card (informally known as the "green card" and another item
listed above.
International Students must provide:
- Unexpired Passport from country of
origin showing picture and expiration date
- I-94 document (found inside cover
of passport - cardstock showing F-1 or J-1 Visa classification)
In addition to the items listed
above, you must also include (dependent on Visa class) the following
documents:
- F-1 Visa Class - copy
of I-20 (student will have this)
- J-1 Visa Class - copy of
DS-2019 AND prior written authorization from the Immigration Services Office
- F-2 Visa Class - May
not engage in any type of employment under any circumstances.
- J-2 Visa Class - These
students are allowed to apply for Employment Authorization Cards;
once they have obtained this document, they may be hired. A
copy of the Employment Authorization Card is required in addition
to the Passport and I-94 document.
Please note:
- Federal Tax Form W-4 must accompany the I-9 for all new hires.
- F-1 or J-1 nonimmigrant student visa holders are NOT permitted to work more than a TOTAL OF 20 HOURS PER WEEK in all his or her positions while school is in session. The University is not permitted to hire this student for more than 20 hours per week.
- Working in the U.S. without proper authorization is a serious violation of the F-1 or J-1 student immigration statuses that could have serious consequences for the student. We appreciate your attention to this important information. If you have any questions, please visit the Immigration Services web-site.
For more information about documents requested for U.S. and International
students, please see the I-9 section of the web site of Audit and
Advisory Services (www.nd.edu/~auditing).
3. Submit proper forms to Student Employment
Office (SEO) 115 Main Building
Student Personnel Action Forms must be submitted for processing with required
documents attached. Please do not send paperwork separately as processing
cannot occur.
Do NOT allow a student to work until all forms (including any additional
requests) have been collected, verified and sent to the Student Employment
Office.