Non-FWS Student Worker – (Open to Domestic and International Students)

Student Hiring Forms

Mandatory Documents for ALL First Time Hires

As required by the Immigration Reform and Control Act of 1986, you are required to provide proof of your identity and employment eligibility in the United States by completing the I9. This form must be completed by the employee on or before the first day of hire and the employer verification must be completed within the first 3 days of hire. You will not be inputted into the payroll system until the form is received by the payroll department. Please note the following:

• Each department must designate a person(s) to act as the employer representative. If the department has questions about completing the employer verification of the I9, please contact Shelley Bartlett in Human Resources at. S.bartlett@fdu.edu.
  • The employer representative must make copies of the original documents being verified and return the completed I9 and document copies to Human Resources via intercampus mail at H-DH3-05.
  • For rehires, if the employee’s original Form I-9 was completed on a Form I-9 that is no longer used, a new I-9 must be completed (from the current/valid Form I-9) and attach it to the employees original Form I-9. If a current/valid Form I-9 is on file for a rehire, then the employee can be re-verified using the same Form I-9 (unless USCIS comes out with a new edition of Form I-9 that comes into effect prior to September 2024). In this case, the employer may complete a block on Supplement B, Reverification and Rehire, or employer can complete a new Form I-9.
  • Both the I9 and W4 are located under “HR Documents”.

For all Student Hiring Procedures Please Note:

• The forms must be routed and completed in accordance with the instructions on the DocuSign or SPIN Credit. If there is information missing, the form will be rejected and returned to the department.
• A student must have a non-union employee as supervisor who will be responsible for overseeing work and maintaining accurate time records (See Time and Attendance – Supervisor Instructions below).
• Upon receipt of the completed DocuSigns and required signed documents Payroll will create an account for the student in ADP and issue a registration code for the student to receive a link to register for MyADP access. Graduate Assistants will not be included within the ADP system. 
• Supervisors should explain to the student that once their I9 is completed, they will receive a secure email within 5 business days to their    xyz@student.fdu.edu account and register promptly upon receipt. If the student does not receive the secure email, they should inform the supervisor who should contact Payroll@fdu.edu for assistance and include student name and ID number with brief description of the issue.
• Once the student has been added to the ADP payroll system, the supervisor listed on the completed documents will see the student listed in their MyADP account under “Teams”. If the supervisor does not see the student listed under “Teams” they should contact Payroll@fdu.edu with the student’s name, ID number and a brief description of the issue.

To Hire Non-FWS Student Workers including International Student Workers:

DocuSign forms are located in HR Documents but can also be found linked above and in-text below.

• Locate the Non–FSW Student Personnel Information Notice (SPIN) Cash [Docusign]
• Open the DocuSign and enter the signer information.
• The student’s FDU email address (xyz@student.fdu.edu) must be used as a MyADP account is required to track hours worked.
• If a student has more than one on-campus position, hours for the second position will need to be tracked manually on the FDU Student Time Sheet and submitted to payroll by date listed on the Student and Staff Payroll Schedule.
• Complete the department Information. When signed, the form is routed to the student.
• As required by the Immigration Reform and Control Act of 1986, you are required to provide proof of your identity and employment eligibility in the United States by completing the I9. This form must be completed by the employee on or before the first day of hire and the employer verification must be completed within the first 3 days of hire. You will not be inputted into the payroll system until the form is received by the payroll department. Please note the following:
  • Each department must designate a person(s) to act as the employer representative. If the department has questions about completing the employer verification of the I9, please contact Shelley Bartlett in Human Resources at. S.bartlett@fdu.edu.
    • The employer representative must make copies of the original documents being verified and return the completed I9 and document copies to Human Resources via intercampus mail at H-DH3-05.
    • For rehires, if the employee’s original Form I-9 was completed on a Form I-9 that is no longer used, a new I-9 must be completed (from the current/valid Form I-9) and attach it to the employees original Form I-9. If a current/valid Form I-9 is on file for a rehire, then the employee can be re-verified using the same Form I-9 (unless USCIS comes out with a new edition of Form I-9 that comes into effect prior to September 2024). In this case, the employer may complete a block on Supplement B, Reverification and Rehire, or employer can complete a new Form I-9.
    • Both the I9 and W4 are located under “HR Documents”.
    • Completed SPIN Cash Form, I-9 Form, and W-4 Form will be routed to payroll for processing.
    • Additional documentation requirements for international students below**.

**International Students – Additional Documentation Requirements**

International students must provide additional documentation when hired as either a non-FWS student worker or Graduate Assistant.

• Signed Social Security Card
• International Documentation – Passport, Visa, I-20, etc.
• Foreign National Information Form (PDF)
• Completed Student I-9
• SPN DocuSign
• After hiring, an International W-4 Form will be generated by Payroll and sent to the student. The student must sign and return to the Payroll Department.

Student Worker Emails

If the hiring department requires a student worker to have access to certain software, a departmental drive, or for communication standards, a specific work email address can be created for that individual student worker.  Student worker email addresses will follow a “SW-(Student Name)@fdu.edu” format and can be created by the direct supervisor completing the Student Workers Account Request form.  

• If the department requires the student to have access to Perceptive Content, the direct supervisor must additionally complete the Perceptive Contact Account Application.
• If the department requires the student to have access to Colleague, the direct supervisor must additionally complete the Colleague Account Request Form.

Student worker emails are automatically disabled at the end of each semester and must be renewed by re-submitting the Student Worker Account Request form and choosing the “Returning Student Worker” option.

Time and Attendance

Both Supervisors and Students are required to have a MyADP account. All student time reporting and supervisor approvals must be completed by using MyADP.

If a student has more than one on-campus position, hours for the second position will need to be tracked manually on time sheet and submitted to payroll by date listed on the Student and Staff Payroll Schedule.

Supervisor Instructions

• All supervisors must have a MyADP account. Please contact Payroll@fdu.edu to set up.
• Student workers should appear in your MyADP “Teams” link. If students are not appearing, please contact Payroll@fdu.edu and provide missing student’s name and identification number.
• Go to MyADP and click on Teams and select student name.
• Review times entered by the student during the pay period each week. It will be necessary to manually enter student start and end times until the student has obtained their MyADP access.
• When reviewing times entered by the student, supervisor adds missed punches or late punches for a student.
• Monitor that meal breaks are taken if required. If a student is scheduled for a shift more than 5 hours, the meal break must be scheduled in the middle of the shift.
• Supervisors should encourage new student hires to complete the direct deposit process upon creating their MyADP account. 
• Please review the Student and Staff Payroll Schedule for the time record submission deadlines to ensure all time records are approved by the due date so students are paid timely.

Student Instructions

• Complete student section of the SPIN form using only their xyz@student.fdu.edu email address.
• Monitor email for the secure ADP email with MyADP link and registration code.
• Download the free ADP Mobile App for smart phones on the App Store.
• For immediate help with MyADP, search for MyADP help on Google.
• Using MyADP and the clock tile, punch in when beginning work and punch out at the end.
• Meal breaks must be taken if you work over 5 hours. Punch out at the beginning of the meal break and punch back in after the meal break.
• Report any missed or late punches to your supervisor.
• For information on how to enter time, watch the Time Entry YouTube video.

Re-Hiring and Termination

• Internal Forms (FWS and SPN Cash) need to be completed at the beginning of each academic year. SPN Credit should be completed with each new semester the student is receiving credits for work performed.
• Federal Forms (I9 and W4) need to be completed again if break in service is more than 2 years.
• End dates noted on hiring paperwork will not officially terminate student employees.  Terminate the student employee using the Student Worker Termination Form (PDF) which must be completed by the supervisor and sent to payroll, Payroll@fdu.edu, when they are no longer working for the department.