Hiring Packet Checklist

Student Employment Hiring Procedure – Hiring Packet

All forms are formal Student Employment position forms for the student employment program, and each form should be read in its entirety before being completed and signed.

Work Referral

1. Students download a copy of the work referral form from SalukiNet. Students must be enrolled in the required amount of credit hours to be eligible to download the work referral form.
2. The top section of the referral form will auto fill with the student’s information:
   • Name, DawgTag, eligibility, Federal Work Study (FWS) eligibility, the date eligible to begin work, wage rate and the date the referral was processed.
3. The work referral is taken to the hiring department/hiring manager or supervisor to complete
   section 2. Section 2 must have the following information completed:
   1. Position Number (beginning C.ST.)
   2. Begin Date
   3. Job Classification (for example Clerical & Office)
   4. Department
   5. Community Service (if applicable)
   6. Handshake job # (Hire-a-Saluki)
   7. Excess Qualification Increase Amount (if applicable) (some positions such as Teacher’s
      Assistants, pay more than the minimum wage. See the supervisor manual for details.)
   8. h. Budget Purpose Description
   9. Fund
   10. Unit
   11.  Budget Purpose
   12. Dept. Activity 1 (not always applicable)
   13. Dept. Activity 2 (not always applicable)
   14. Natural Account
   15. Fiscal Officer Signature
   16. Date
       1. If you do not know your department’s costing details, you may check them here:
          budget.siu.edu/crosswalk
4. The student signs in section 3 to accept the position.
5. Section 4 is completed by the Student Employment office.

I-9 (Employment Eligibility Verification) Form

Each Department should have their own student link to send out to new hires and staff should be built into their departments online Equifax to be able to do section 2 online. If you need built into the Equifax system, please contact HRinfo@siu.edu

1. Students are sent a link to Equifax from their hiring department to finish section 1 and download their documents for List A, B or C
2. Once completed you will be notified and have the students come to verify the documents they provided and to make sure the start date aligns with the work referral date. You have 3 business days to complete section 2 from the hire date.
3. Verify once section 2 is complete that the I-9 shows C not in E or P status. Departments are required to fix any I-9 issue before the student's arrival.

International Students: International students who do not have a social security number, are not eligible to join the student employment program unless they have supporting evidence from the social security office stating that their SSN is in progress, or that their application has been received.

Ethics Act Training

1. A copy of the Ethics Act can be found hereor a paper copy can be collected in person from the student
   employment office.
2. Read and agree to the document. The last page must be completed and printed by the student and kept with all other hiring documentation. This is the only page that stays with the hiring packet which comes to student employment.

Illinois Mandated Reporter Acknowledgement Form

1. A copy of the Mandated Reporter can be found here or a paper copy can be collected in person from the student employment office.
2. Student fills in their name and the last four digits of their SSN at the top of the form. The student must read and agree to the document. Check the relevant ‘Student Employee’ box, sign, and date the document and keep with all other hiring documentation.

Student Employment Data Form

1. A copy of the Student Employment Data Form can be found here:  a copy can be collected in person from the student employment office.
2. Student completes ALL fields of the form. The purpose of the form is to collect data from each student for reporting purposes. This data remains confidential and in the student’s file until the student is no longer on the student employment program.
3. Student signs, dates, adds their email address and telephone number, and keeps with all other hiring documentation.

Employee’s Withholding Certificate (form W-4)

1. All information on this form should be read carefully before being completed. SIU (Southern Illinois University) cannot advise students how to complete this form. Download W-4
2. Complete all personal details in the top section (Step 1) including the social security number (b) and marital status (c).
3. Step 3 must be completed.
4. Step 4 must be completed.
5. Step 5 must be signed and dated.
6. Employer fills in the ‘First date of employment’ box.

IL W-4 Employee’s Illinois Withholding Allowance Certificate

1. All information on this form should be read carefully before being completed. SIU cannot advise students how to complete this form.
2. All sections of this form must be completed for student employment to accept it. Pay attention to numbers 1, 2, and 3 on the right-hand side of the form, as this will result in the form being rejected if left blank.
3. Student signs and dates and keeps with all other hiring documentation.

Direct Deposit Authorization Form

1. Students complete this Direct Deposit form entirely from section 1.
   
   1. Check the box ‘Biweekly-paid Student Employee’
   2. Last Name, First Name, MI, and Last 4 digits of Social Security Number
   3. Daytime Phone Number and Email Address
2. Provide the name of the bank where the paycheck is to be paid under ‘Name of Financial
   Institution’ in Section 2: Bank Account Information, and just the City and State of the bank for the address.
3. Check the relevant box of the account type the paycheck is being paid into: Checking account or Savings account. Provide the Routing Number under ‘Transit/Routing Number’ and the Account Number below that under ‘Account Number.’ An example of where to find the numbers on the check is provided on the form.
4. Sign and date in Section 3.