Claremont McKenna College

Procedures for Hiring FWS Students

After selecting the student you would like to hire, here are some things you may need to consider:

• Verify that a student is eligible, and has been awarded work-study funds.
• Is this a first-time work-study student? If so, what are the procedures?
• Is this a returning (re-hire) work-study student? If so, what are the procedures?
• Have you updated the job description in the NACELINK/Simplicity database?

REMEMBER: Supervisors will need to submit the electronic Personnel Action Form (e-PAF) spreadsheet in order to confirm that the student they are hiring is eligible to work through the work-study program each academic year. Contact Catherine Mayfield at catherine.mayfield@cmc.edu if you have any questions. A first-time work-study student is a student who has no prior employment participation through the program. A returning student (re-hired) is a student who has previously participated through the work-study program and has completed an updated Hiring Packet: I-9, Employment Eligibility Verification, W-4, and Employee's Withholding Allowance Certificate. Requirements for First-Time FWS Students include:

1. Complete a Hiring Packet at the Payroll Office located at 528 N. Mills (West):
   • I-9, Employment Eligibility Verification
   • W-4, Employee's Withholding Allowance Certificate
   • DE4, State of California Employee's Withholding Allowance Certificate

   I-9 Form
   The Immigration and Reform Act of 1986 requires each employee to provide documentation that verifies the employee's identity and eligibility to work. Students must fill out Section 1 on the I-9 form and bring the required documents to the Payroll Office. The documents must be originals and are required by law in order to employ anyone in the United States. NOTE:  Working before the I-9 is complete and on file in the Payroll Office will result in nonpayment! 

   W-4 & DE4 Forms
   1.   Students must complete a W-4 & DE4 form before employment. Federal Work-Study earnings are taxable income and subject to Federal and State taxes. However, students may claim exempt status if eligible. Students are exempt from FICA taxes (ex: Social Security, State Disability and Medicare). All students must have a valid Social Security number.

2. Discuss with the student and verify that the "Hiring Packet" paperwork is complete and on file with the Payroll Office. NOTE: No student may be paid for work completed prior to completion of the required employment paperwork.  
3. Submit the e-PAF spreadsheet to the Financial Aid Office (FAO) listing the student you would like to hire, including their position and hourly rate of pay. The FAO will complete the spreadsheet with the student(s) work-study award amount, account number and job code and return it to you.
4. The department supervisor is then responsible for completing the hard copy PAF and submitting it to Agnes Sanchez in the Human Resources Office once they have received the completed e-PAF spreadsheet back from the FAO. The department supervisor who signs the Personnel Action Form must be the same person who will provide a signature on the student's time sheet.  NOTE:  If you submit the Personnel Action Form along with a time sheet, the student may not be paid until the next pay period. The Financial Aid Office is unable to process timesheets for students who have not been cleared through the Payroll Office.
5. In order to provide CMC students with accurate and current records of job listing(s) both on and off campus, the department supervisor must update their job description(s) in the NACELINK/Simplicity database. NOTE: Job descriptions are provided by the supervisor and necessary in order to be in compliance with Federal regulations and to continue to receive annual funding. Please do not forfeit this opportunity to receive federal funding!!

If you have any questions regarding the verification of the required paperwork, you may contact either Wendy Munoz, Payroll Specialist, at wendy.munoz@cmc.edu or Catherine M. Mayfield, Work Study Coordinator, at catherine.mayfield@cmc.edu.

Requirements for Returning FWS Students (re-hired) include:

1. Submit the e-PAF spreadsheet to the Financial Aid Office (FAO) listing the student you would like to hire, including their position and hourly rate of pay. The FAO will complete the spreadsheet with the student(s) work-study award amount, account number and job code and return it to you.
2. The department supervisor is then responsible for completing the hard copy PAF and submitting it to Agnes Sanchez in  the Human Resources Office once they have received the completed electronic PAF spreadsheet back from the FAO. The department supervisor who signs the Personnel Action Form must be the same person who will provide a signature on the student's time sheet. NOTE: If you submit the Personnel Action Form along with a time sheet, the student may not be paid until the next pay period. The Financial Aid Office is unable to process timesheets for students who have not been cleared through the Payroll Office.
3. Submit the Personnel Action Form to the Human Resources Office at least 24 hours prior to the start date of employment.   
4. The department supervisor is responsible to maintain the NACELINK/Simplicity database with an updated job description for their department. This must be done in order to provide CMC students with accurate and current records of all job listings. NOTE: Job descriptions are necessary in order to be in compliance with Federal regulations and to continue receiving annual funding. Please do not forfeit this opportunity to receive federal funding!!

If you have any questions regarding the required paperwork, you may contact either Wendy Munoz, Payroll Specialist or Catherine M. Mayfield.