Non-FWS Student Worker – (Open to Domestic and International Students)

Student Hiring Forms

Mandatory Documents for ALL First Time Hires

As required by the Immigration Reform and Control Act of 1986, you are required to provide proof of your identity and employment eligibility in the United States by completing the I9. This form must be completed by the employee on or before the first day of hire via the Paycom system and the employer verification must be completed within the first 3 days of hire. You will not be inputted into the payroll system until the form is received by the payroll department. Students will be contacted by a Human Resources representative to complete the I9 form.

For all Student Hiring Procedures Please Note:

• The forms must be routed and completed in accordance with the instructions on the DocuSign or SPIN Credit. If there is information missing, the form will be rejected and returned to the department.
• A student must have a non-union employee as supervisor who will be responsible for overseeing work and maintaining accurate time records (See Time and Attendance – Supervisor Instructions below).
• Upon receipt of the completed DocuSigns and required signed documents, students will receive a system generated email from Paycom. Graduate Assistants will not be included within the Paycom system. 
• Once the student has been added to the ADP payroll system, the supervisor listed on the completed documents will see the student listed in their Paycom account on the “Client Side”. If the supervisor does not see the student listed under “Teams” they should contact Payroll@fdu.edu with the student’s name, ID number and a brief description of the issue.

To Hire Non-FWS Student Workers including International Student Workers:

DocuSign forms are located in HR Documents but can also be found linked above and in-text below.

• Locate the Non–FSW Student Personnel Information Notice (SPIN) Cash [Docusign]
• Open the DocuSign and enter the signer information.
• The student’s FDU email address (xyz@student.fdu.edu) must be used as a MyADP account is required to track hours worked.
• Complete the department Information. When signed, the form is routed to the student.
• Completed SPIN Cash Form
• Additional documentation requirements for international students below**.

**International Students – Additional Documentation Requirements**

International students must provide additional documentation when hired as either a non-FWS student worker or Graduate Assistant.

• Signed Social Security Card
• International Documentation – Passport, Visa, I-20, etc.
• Foreign National Information Form (PDF)
• SPN DocuSign
• After hiring, an International W-4 Form will be generated by Payroll and sent to the student. The student must sign and return to the Payroll Department.

Student Worker Emails

If the hiring department requires a student worker to have access to certain software, a departmental drive, or for communication standards, a specific work email address can be created for that individual student worker. Student worker email addresses will follow a “SW-(Student Name)@fdu.edu” format and can be created by the direct supervisor completing the Student Workers Account Request form.  

• If the department requires the student to have access to Perceptive Content, the direct supervisor must additionally complete the Perceptive Contact Account Application.
• If the department requires the student to have access to Colleague, the direct supervisor must additionally complete the Colleague Account Request Form.

Student worker emails are automatically disabled at the end of each semester and must be renewed by re-submitting the Student Worker Account Request form and choosing the “Returning Student Worker” option.

Time and Attendance

Both Supervisors and Students are required to have a Paycom account. All student time reporting and supervisor approvals must be completed by using Paycom.

 Student and Staff Payroll Schedule.

Supervisor Instructions

• When reviewing times entered by the student, supervisor adds missed punches or late punches for a student.
• Monitor that meal breaks are taken if required. If a student is scheduled for a shift more than 5 hours, the meal break must be scheduled in the middle of the shift.
• Supervisors should encourage new student hires to complete the direct deposit process upon creating their Paycom account. 
• Please review the Student and Staff Payroll Schedule for the time record submission deadlines to ensure all time records are approved by the due date so students are paid timely.

Student Instructions

• Complete student section of the SPIN form using only their xyz@student.fdu.edu email address.
• Monitor email for the system generated email from Paycom to log into your account.
• Download the free Paycom Mobile App for smart phones on the App Store.
• Using Paycom and the clock tile, punch in when beginning work and punch out at the end.
• Meal breaks must be taken if you work over 5 hours. Punch out at the beginning of the meal break and punch back in after the meal break.
• Report any missed or late punches to your supervisor.
• For information on how to enter time, watch the Time Entry YouTube video.

Re-Hiring and Termination

• Internal Forms (FWS and SPN Cash) need to be completed at the beginning of each academic year. SPN Credit should be completed with each new semester the student is receiving credits for work performed.
• Federal Forms (I9 and W4) need to be completed again if break in service is more than 2 years.
• End dates noted on hiring paperwork will not officially terminate student employees. Terminate the student employee using the Student Worker Termination Form (PDF) which must be completed by the supervisor and sent to payroll, Payroll@fdu.edu, when they are no longer working for the department.