Student Employment

1. Student will receive two emails:
   1. One with a link to access Workday Payroll & the HRIS system.
   2. The second with a password that will allow the student to access your Workday account and complete the 8 steps for onboarding.
   3. These 8 steps will include:
      1.  Provide Social Security Number
      2. Review Employee Documents
      3. Update Your Legal Name
      4. Provide Banking Information
      5. Complete Federal and State Tax Forms
2. Once these 8 steps are completed, student will meet with Human Resources to verify their I-9 documents. 
   1. View the list of available documents that you can bring at https://www.uscis.gov/sites/default/files/document/forms/i-9.pdf
   2. Please choose to bring documents from one of the two options below:
      1. 1 document from List A
      2. 1 document from List B and 1 document from List C
   3. Original acceptable documents that demonstrate work eligibility in the US, please see list here.
   4. All students need a Social Security card and email when completing their I-9.
3. Human Resources will reach out to the employee to schedule a meeting to do their I-9 Verification forms. Please do not send any personal information through email.
4. Student Employees who are international students must notify HR if their country of origin has a treaty agreement with the United States in regard to taxes.

• All international students must have a Social Security Number before they can finish onboarding and start working.
• International student employees must notify HR if their country of origin has a treaty agreement with the United States in regard to taxes.
• International Student Employees generally have restrictions on working on-campus after their last semester. Please contact SLDL at international@cgu.edu to inquire about more information.

Tax Treaties

Important terms

• Non-resident alien for tax purposes: International students with an F, J, or M visa who have been in the USA for less than five calendar years
• Resident alien for tax purposes: International students with an F, J, or M visa who have been in the USA for more than five calendar years
• Income: All earned income, scholarships, grants, stipends, etc. not related to a student loan. Some earnings don’t apply towards taxes, however, and you can check the Department of Homeland Securities websiteto see which list you’re on.

Who should file taxes?
All international students and their spouses and dependents, regardless of income, must complete Form 8843, which is informational and lets the IRS know how long you’ve been in the USA.

Students in the USA on F-1 visas are NOT required to pay employment taxes (i.e. Social Security and Medicare, also known as FICA), but ARE REQUIRED to pay both federal and state income taxes. These taxes are withheld from your pay, and you must file a tax return as part of the process. Because M-1 visa holders are not allowed to accept employment (except during practical training), they are NOT required to file income tax unless in rare situations where they’re paid for the practical training. If you’re in the USA on a J-1 visa, you DO need to pay income taxes on the income you earn.

Some international students must also pay state and/or local taxes. Some countries have a tax treaty with the USA, international students from those countries may be exempt or have a reduced rate.

To recruit a student for a campus job, please follow the below steps, if you have any questions regarding the hiring process, feel free to contact the Human Resources department at human.resources@cgu.edu.

All Students must fully complete the onboarding process with Human Resources before they initiate any work for the school, all worked hours MUST be recorded in the Workday Time Tracking system.

1. Hiring manager posts position in Handshake (review policy here).
2. Once the selection process is completed, the hiring manager creates an offer letter (sample offer letter).
3. Hiring manager should provide the student with a completed New Student Personnel Action Form (PAF) . Please make sure to fill out ALL boxes and sign.
4. Student Employees must complete the New Hire Form and send it to the HR Coordinator (miles.martinez@cgu.edu).
5. Student Employee must also complete Student Worker Acknowledgement Form and return it to Miles Martinez (miles.martinez@cgu.edu) in Human Resources.
6. Once Human Resources enters employees in the system, the student must complete all eight steps of the onboarding process in Workday prior to working.
7. Student will receive two emails:
   1. One with a link to access Workday Payroll & the HRIS system.
   2. The second with a password that will allow the student to access your Workday account and complete the 8 steps for onboarding.
   3. These 8 steps will include:
      1. Provide Social Security Number (International Students must receive a SSN in order to complete the onboarding process)
      2. Review Employee Documents
      3. Update Your Legal Name
      4. Provide Banking Information
      5. Complete Federal and State Tax Forms
8. Once these 8 steps are completed, student will meet with Human Resources to verify their I-9 documents. 
   1. View the list of available documents that you can bring at https://www.uscis.gov/sites/default/files/document/forms/i-9.pdf
   2. Please choose to bring documents from one of the two options below:
      1. 1 document from List A
      2. 1 document from List B and 1 document from List C
   3. Original acceptable documents that demonstrate work eligibility in the US, please see list here.
9. Human Resources will reach out to the employee to schedule a meeting to do their I-9 Verification forms in Workday. Please do not send any sensitive personal information through email.
10. Student Employees who are international students must notify HR if their country of origin has a treaty agreement with the United States in regard to taxes.
11. Office of Information and Technology will create system credentials for student employees, if requested by supervisor. (Please allow two business days for processing). HR will send out credentials once received.

If any additional access to systems or student employee email is needed, please refer to your Hiring Manager to request access from the Office of Information and Technology.

Adding a new position for existing student worker

• Hiring manager should provide HR with a completed New Student Personnel Action Form (PAF) . Please make sure to fill out ALL boxes, sign, and email to the HR Coordinator (miles.martinez@cgu.edu).

Work Eligibility

• Student employees are limited to work a maximum of 20 hours per week during the academic year. During the summer, students are permitted to work up to 40 hours a week.
• International Student Employees generally have restrictions on working on-campus after their last semester. Please contact SLDL at international@cgu.edu to inquire about more information.
• Only full-time CGU students may be hired.
• Student worker must reside in the U.S.A.
• Student worker must meet and complete the Form I-9 eligibility verification, prior to beginning any work assignment.