First, ensure that your job candidate is enrolled at least half-time (six credits for undergraduates, three for graduates). Hiring student employees who do not meet enrollment eligibility is not permitted.
Confirm the details of the student’s position and have them sign an authorization form. This form will need to be completed by you and then sent via email to our office at firstname.lastname@example.org. This form should be completed with the billing information for your department, the supervisor, Payroll Processor, and Time Approver of the student, the department information, and the student’s job title and hourly wage.
Send the student to our office to complete mandatory tax paperwork. Most importantly, the student needs to complete an I-9within three days of hire. They will need a photo identification (document that shows identity) and a document that establishes their authorization to work (such as a birth certificate or social security card). No scans or photocopies can be accepted.
With the authorization and I-9 completed and in hand at our office, we will send this information to the Payroll office, who will electronically create a job for the hired student on MaineStreet. The student will be able to enter time, update their W-4s, and enroll in direct deposit through MaineStreet once the job has been created.
You or the designated Payroll Processor/ Time approver will need to go in and approve the student’s time on a biweekly basis to ensure the student is paid in a timely manner.
Paychecks will be sent to our office every other Friday for students to pick up. Employees should wait until they receive our email notification to stop by and pick up their paycheck. A photo ID is required to pick up a paycheck.