Necessary Forms to Begin Working On Campus
The Request for Hire/Work Authorization Form (RWAF)
View a sample copy of the:
Request for Hire/Work Authorization Form
Each Wheaton student who applies for work on campus must complete the Student Employment Request for Hire/Work Authorization Form with his/her supervisor at the time employment is offered. The student must then bring the RWAF to Student Financial Services within three (3) days of hire. This RWAF must be processed by SFS before the student begins to work. This will ensure that the student will be paid in a timely manner.
The RWAF should be completed as follows:
- Part I - Student Employee Section
The student completes the requested information. If s/he will be working in more than one job, a separate form for each job is required. Agreeing to the conditions of employment, the student must sign the form . - Part II - Employer Section
To be completed by the employer. - Part III - Student Employment Office Authorization
The completed Request for Hire/Work Authorization Form will be processed to initiate payment to the student. A copy is kept in the student's file, and the remaining copies are sent to the employer and student. Upon receipt of the completed copy, the student should verify the information, i.e., correct title, pay rate, award, and maximum hours the student can work per week.
View a list of acceptable documents needed to complete the I-9
This form is required by federal law to show eligibility to work in the United States. Students who have not worked on campus must bring the signed RWAF, along with acceptable documents to verify employment eligibility to SFS within three days of hire. A list of acceptable documents for completing the Form I-9 can be found above, and may also be viewed directly on the I-9 form. SFS will authorize employment based on the date the Form I-9 is signed in SFS.
The W-4 Form
View a sample copy of the W-4 Form
View your tax status - what to consider when completing the W-4
All student employees should file a W-4 form at Student Financial Services. The W-4 form should be read carefully since the tax status claimed by the students determines how much Federal income tax will be withheld from their pay.
To be exempt, students must not have owed any federal tax and must have been entitled to a full refund of any tax collected last year. They also must not expect to owe any tax this year. Non U.S. citizens are not eligible to claim exempt status.
At present, dependent children with a gross income including any unearned income, which is less than $5,450 can expect a full refund of any federal income tax paid. Please keep in mind when you file your taxes at the end of the year all wages earned from all jobs held during the calendar year will determine how much federal income tax you may owe.
During the academic year, Wheaton students do not have Social Security tax (FICA) deducted from their checks. During summer and January breaks, FICA is withheld from students' checks because they are not attending classes. International students are not automatically exempt from paying FICA during non-academic time periods.
At the end of the calendar year a W-2 wage and tax statement is mailed to the students permanent home address from the Payroll Office. This statement is necessary for the filing of both federal and state tax returns.
Direct Deposit
The college's method of pay is by direct deposit to an employees' bank account. The College offers a pay check direct deposit service for student employees. To complete the direct deposit form, you should pick up the form at the Office of Student Financial Services. This form requires you to know information about your bank account, such as: your bank's name, transit number, and your account number. If you have a personal check from the bank account you wish to use, you may attach the check with the word "void" written across the check. This means you will not need your bank account, or transit number written on the form, because the check will give the Payroll Office the information needed to process your Direct Deposit for you.
All student employees must have social security numbers before beginning to work. International students may receive assistance regarding social security numbers from the Global Education Center.