The basic steps for hiring a student employee are as follows:

1. Research eligibility of applicants in Banner (RJASEAR). Step 3 Step 4 Conduct Interviews Determine your department’s needs and budget. Step 1 Step 2 “Post” your job opening (Job Order form). Select the student you want to hire & submit a “Student Worker Request.” Step 5 Check for work approval using the Banner system (job set-up on RJASEAR). Step 6 Make sure the student completes, or has completed, an I-9 form and a W-4 form (RJASERF). Step 7 “Close” the job opening. Notify applicants not selected of hiring decision. Step 8 Step 7 The basic steps for hiring a student employee are as follows: • This section of the tutorial will walk you through Step 7: Make sure the student completes, or has completed, an I-9 form and W-4 form.The sub-steps are: • Check RJASERF in Banner for I-9 completion. • If necessary, download forms from Work-Study Forms web-page link for the student to complete and turn in. • 3. Payroll requires a copy of the social security card.

2. What is an I-9 form? • From the U.S. Citizenship and Immigration Services web site: • “All U.S. employers are responsible for completion and retention of Form I-9 for each individual they hire for employment in the United States. This includes citizens and non-citizens. On the form, the employer must verify the employment eligibility and identity documents presented by the employee and record the document information on the Form I-9. Acceptable documents are listed on the back of the form.” • The I-9 form is required by the federal government to track employment eligibility for citizens and non-citizens. • All employees must complete Section 1 of the electronic I-9 form on or before their first day of employment. Employees must bring acceptable identity and employment eligibility documents to Human Resources in order to complete Section 2 of I-9 within the first three days of employment. • Go to http://www.baylor.edu/content/services/document.php/191883.pdf for a list of acceptable documents What is a W-4 form? • The W-4 form is used to instruct employers to withhold the correct amount of Federal Income tax. Step 7 • From the 2012 form W-4 web site: • “Complete form W-4 so that your employer can withhold the correct Federal Income tax from your pay.” Failure to provide appropriate I-9 documentation will affect employment status and may cause delays in receipt of pay. Students must complete Section 1 of the I-9 on or before their first day of employment. Students must bring W-4s, along with original identity and employment eligibility documents, to Human Resources within the first three days of employment. Human Resources will deliver the correct forms to Payroll.

3. Step 7 What is RJASERF? RJASERF is the form, or screen, in Banner you will use to look up I-9 completion status. If a student has already completed an I-9 form, it will be noted in RJASERF. Otherwise you are responsible for having him/her complete the forms with Human Resources. Caution! Not all the information contained in Banner forms, including RJASERF, is relevant to the work-study program. Don’t be confused by the extra information. Focus on the fields highlighted in this tutorial. Remember:Section 1 of the I-9 form must be completed on or before the first day of employment. Section 2 must be completed by the employer within three business days of hire in order to comply with the Department of Homeland Security regulations. Non-compliance can result in severe consequences for the university.

4. Step 7 What is RJASERF? What is RJASERF? There are three main parts or “blocks” on the RJASERF form that you will use when checking for work approval: the “key block,” the “options block” and the “miscellaneous block.” There are three main parts or “blocks” on the RJASERF form that you will use when checking for work approval: the “key block,” the “options block” and the “miscellaneous block.” Key block – you will use the key block to pull up the record of the student whom you wish to hire. To Access Miscellaneous – Click on Options in the tool bar and then click the “miscellaneous” option. You can also double-click on the “Next Block” icon on the Tool Bar. The miscellaneous block – This block contains the information you will use to determine if your student employee has or has not completed an I-9 & W-4 form. The miscellaneous block – This block contains the information you will use to determine if your student employee has or has not completed an I-9 & W-4 form and to determine citizenship. Info pertaining to an International student may appear in “Visa Type”.

5. Step 7 • To check for I-9 completion using the Banner system, you will do the following: • Log on to Banner • Go to the RJASERF form • Pull up the record for the student you have hired • Select “miscellaneous” from “options” in your toolbar or double-click on the “Next Block” icon • Locate the information in the “miscellaneous” block • Check the “form ind.” field for the appropriate I-9 completion code • Then, you may wish to exit RJASERF • This tutorial will walk you through this process.

6. Step 7 1 Begin by logging into Banner. 1. Open your internet browser and type in www.baylor.edu/banner, then enter. Wait for the Java Microsystems screen to load. 2. Enter your USERNAME and password. (Remember these are not the same as your Bear ID and password). Leave the “Database” field blank. 3. Click “Connect.” (Remember the hourglass will display until you click connect.) www.baylor.edu/banner 2 3

7. Step 7 1. Log on to Banner When you log on to Banner, you will come to this screen.

8. Step 7 2. Go to the RJASERF form. To get to the RJASERF form: enter “RJASERF” in the “Go” field. RJASERF

9. Hint:Once you enter the ID number it is not necessary to click “enter.” The name field will populate automatically. Step 7 3. Pull up the record for the student you have hired. Enter the aid year: for example if you need information about 2010-2011 enter 1011 (no dashes, spaces, hyphens or slash marks). Be sure you have the correct year in this field. Enter the student’s ID number here: for example 888888888 (no dashes, spaces, hyphens or slash marks). Once you fill out the ID number the student’s name will appear in this field. If the students name does not appear, re-enter the ID number.

10. Step 7 4. Select “miscellaneous” from “options” in the toolbar. Select “Options” by clicking once on the word with your mouse.

11. Step 7 5. Locate the information in the “miscellaneous” block. Once you click on “Miscellaneous” this block will appear.

12. Step 7 6. Check the “form ind.” field for the appropriate I-9 completion code. Acceptable codes: R- received; I-9 & W-4 are complete. You do not need to have the student complete the forms. N or Blank- forms not completed or updated. Student must complete forms with Human Resources on first day of employment. T- temporary; if past date indicated, student must complete a new I-9 form with updated employment eligibility. Student may call Human Resources at 710-2000 with questions. E - exempt; I-9 not required. Very rarely used. The “date” field will indicate when the forms were received. This is the “expire date.” This will only be important to you if there is a “T” in the “Form Ind.” field.

13. Step 7 7. Exit RJASERF To exit RJASERF and return to the main page, please click on the “red X” icon in the top right corner of the screen. Click here to exit RJASERF and return to the main page of Banner.

14. Step 7 Review Question • When should Section 1 of the I-9 form be completed with Human Resources? • The first day of employment. • On or before the first day of employment. • Within three business days of the date employment begins. • Within the first week of employment.

15. Step 7 Review Question • When should the I-9 form be completed and hand delivered to Human Resources? • The first day of employment. • On or before the first day of employment. • Within the first three days of employment. • Within the first week of employment. Answer The correct answer isB.Section 2 must be completed within the first three days of employment in order to comply with Department of Homeland Security regulations. However, the employee must complete Section 1 online or with Human Resources ON OR BEFORE THE FIRST DAY OF EMPLOYMENT.

16. Step 7 What if my new student employee has not completed the I-9 and W-4 form? • If your student employee has not completed the forms, you will need to: • Download and print the W-4 form for your student employee to complete and return to Human Resources. • The student employee must complete Section 1 of the electronic I-9 online or in Human Resources (second floor of Robinson Tower) ON OR BEFORE THE FIRST DAY OF WORK. Student employees must bring their original, unexpired employment eligibility and identity documents to Humans Resources within three business days (M-F) of their hire date to complete Section 2 of the I-9. • Within 24 hours of completion of the I-9, Human Resources will update the I-9 status in Banner on RJASERF, indicating the student’s compliance with I-9 regulations. Make sure your student also meets all other Student Financial Aid eligibility requirements. • This tutorial will walk you through the process.

17. The form can be downloaded and printed from the Work-Study Forms web page.The address is: https://www3.baylor.edu/finaid/fs/workstudy.html Go to the Work-Study Forms & Instructions web page. (To get there go to Baylor.edu Faculty/Staff Work-Study Forms). You will then be prompted to enter your Bear ID and password. Select the W-4 form from the list. Step 7 1. Download the W-4 from the Work-Study Forms web-page for the student to complete and return to Human Resources. The W-4 form is the last form listed.

18. Step 7 2. The student employee must complete Section 1 of the electronic I-9 online or in Human Resources (second floor of Robinson Tower) ON OR BEFORE the FIRST day of work. Student employees must bring their original, unexpired employment eligibility and identity documents to Human Resources within three business days of the hire date to complete Section 2 of the I-9. The Lists of Acceptable Documents for the I-9 form: Either List A: Student should choose only one document from this list to present as identification. Or List B and List C: Student should choose one item from each list to present as identification. Photocopies of identification documents are not acceptable. The student must provide the original, unexpired document. You may want to print out this list for yourself and become familiar with it in order to know which documents are acceptable. Please note: you may NOT instruct the student on which document(s) to present.

19. Step 7 3. The student employee completes the W-4. • Instructions for student completion of the W-4: • Student should complete numbers 1, 2, 3 and 5. Number 4 is not essential. • The student should sign and date the form. 1 2

20. Step 7 4. The supervisor or Human Resources will check the W-4 form for completeness and accuracy. • W-4: • Check to be sure that all blanks have been completed. • Make sure the student has signed in all the appropriate spaces. • Do not give advice on how to complete the W-4 form. Direct them to the Payroll office if they have specific questions about completion. • If the student you are hiring is an international student, there are additional steps for the I-9 and W-4 forms. Please read the section on international students in this tutorial.

21. Step 7 5. The student employee should bring the employment eligibility and identity documents required for Section 2 of the I-9, along with the completed W-4 form, to Human Resources on the second floor of Robinson Tower in suite 200.

22. Step 7 Review Question True of false? It’s a good idea to tell students to bring a driver’s license and a Social Security card with them in order to fill out the I-9.

23. Step 7 Review Question True of false? It’s a good idea to tell students to bring a driver’s license and a Social Security card with them in order to fill out the I-9. Answer False. The supervisor may not indicate which documents the student presents. The student should choose from the list of acceptable documents. Some common examples are: state driver’s license and Social Security card or a passport.

24. Step 7 Review Question True of false? It’s okay if the student does not have the real Social Security card. A photocopy of the Social Security card is an acceptable form of identification.

25. Step 7 Review Question True of false? It’s okay if the student does not have the real Social Security card. A photocopy of the Social Security card is an acceptable form of identification. Answer False. A photocopy of any identification document is not acceptable. Only the actual identification document will be accepted. Original identification documents must be examined by Human Resources and the information recorded in section 2 of the I-9 form. The only exception is a recent receipt from the Social Security Administration where the student applied for a new or duplicate Social Security card. In this case, the words “Social Security Receipt” can be used and highlighted for follow up. The student is responsible for bringing the new card to HR for update of the I-9 prior to the expiration date of the receipt.

26. Step 7 Review Question True of false? The completed W-4 form and identification and employment eligibility documents should be hand delivered to the Student Financial Aid Office.

27. Step 7 Review Question True of false? The completed W-4 form and identification and employment eligibility documents should be hand delivered to the Student Financial Aid Office. Answer False. The completed W-4 form and identification and employment eligibility documents should be hand delivered to Human Resources on the second floor of Robinson Tower.

28. Step 7 Review Question True of false? I should complete the W-4 for the student. It’s a very confusing form.

29. Step 7 Review Question True of false? I should complete the W-4 for the student. It’s a very confusing form. Answer False. This is a legal document and only the student should complete the form. If they have questions about what they should choose, direct them to the Payroll Office for help.

30. Step 7 End of Section. Click to return to the main menu.