New Hire
  • ePAR form
  • Signed Position Description
  • Employee Information Form
  • Copy of SS card
  • I-9 Employment Eligibility Verification
  • W-4 Federal Withholding Certificate
  • VA-4 State Withholding Certificate
  • Direct Deposit Form

These forms need to be sent to Student Employment

Re-Hire
  • ePAR form
  • Signed Position Description

These forms need to be sent to Student Employment

Note:  If the student DOES NOT have a Social Security Card in order to complete the electronic I-9 Form, then the following steps need to take place, if the student DOES have a Social Security Card skip to step 4.

  1. On Campus Supervisor completes the Social Security Administration Employment Verification form.
  2. Student will need to deliver completed SSA Employment Verification Form, and supporting work authorization documentation to meet with a representative in the  Office of International Student Services office in Madison Hall, 2nd floor, 100 E. Grace Street (568-5209, isss@jmu.edu).  At this time, SSA Employment Verification form will be signed by the ISS office representative. 
  3. Student will be directed to deliver the SSA Employment Verification Form to the Social Security Administration office (351 N. Mason St, (866) 964-1718) in order to make application for a SS Card. Please vist http://www.jmu.edu/global/isss/resources/employment/got-job-now-what.shtml for more information. 
  4. Once the student has the SS Card, the student is responsible for turning in a copy to their hiring department. The hiring department will send the SS Card to Student Employment (attach to ePAR).  Student Employment will update the HRMS system and a copy will be sent tothe Registrar's office to update the SA system. 
  5. Student will complete Section 1 of the I9 form with their hiring department at www.newi9.com using the Employer Code 17737 and Location "International Programs (Students Only)"
  6. An email will be sent to the student to schedule an appointment with Student Employment to complete Section 2 of the electronic I9 form. At this appointment Student Employment will instruct the student to schedule a meeting with Sherry Willis (willissl@jmu.edu) in the Payroll department for tax purposes. 

***Note: A student's employment and payment of wages cannot be withheld because of the timeframe it takes to complete the Social Security process. This delay does not prevent the student from working in the position during this period. However, the electronic I-9 MUST be started on or before the first day of hire, and must be completed within 3 days of hire. It is imperative that the student go to the Student Employment office within that timeframe.

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