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Student Employment Forms

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Employees:

Jobnet Job Description Form 

This two-page form (pdf, 567KB) should be utilized for all new student positions which will be paid by Dartmouth College. After completing this form you can save a copy for your records and email it directly to our office as an attachment using the button at the bottom of the second page. Please review our "Employers" section for instructions on how to complete this form if you have any questions.

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"Temp Jobs" Form

This form (MS Word, 53KB) should be utilized by any individual wishing to hire a student and pay them directly.  The completed form should be returned via email to Student.Employment.Office@dartmouth.edu for posting out to students via our "Temp Jobs" Listserv.  Please note, the Student Employment Office acts only as a referral service and makes no particular recommendations regarding potential employers or employees.  Neither Dartmouth College nor the Student Employment Office makes any representation or guarantee whatsoever about any position listed through the SEO-TEMPJOBS list, nor does Dartmouth College or the Student Employment Office assume any responsibility for safety, wages, working conditions, or any other aspect of off-campus employment.

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Recommended Student Hourly Rate Structure & Guidelines

SEO developed a "Recommended Student Hourly Rate Structure & Guidelines for Student Wage" document  (PDF, 325 KB) as a tool for employers striving to set a fair and equitable student wage. It also offers suggestions for differential rates, longevity and merit increases. More information is available in the Employer Info section of our website.

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How to Process Payments to Students

This campus policy document provides guidelines student pay and how to process payments to students. It also defines useful terms and definitions used when compensating, awarding or reimbursing students.

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Student Employee Lump-Sum Questionnaire

This form is to be used to request to pay a Student employee in a Lump-Sum rather than pay them through the regular payroll. NOTE: Requests that do not meet exception guidelines outlined in the "How to Process Payments to Students" policy will not be approved.

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Hourly Student Hiring: PA Smart Form Instruction Manual

This manual (pdf, 1.3 MB) provides instructions on how to use the Personnel Action (PA) Smart Form (PASF) to hire and terminate hourly-paid student employees.

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Required Paperwork for New Student Employees (Checklist)

This document (pdf, 840KB) is a great handout to use when hiring student employees. It lists what forms need to be completed by the employee and can be easily printed or emailed to newly-hired students!

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I-9 Form (Employment Eligibility Verification)

The Immigration Reform and Control Act of 1986 requires all employers to verify the employment authorization and identity of each person hired, including U.S. citizens. To satisfy the record-keeping requirements of the law, all students employed on campus must complete an Employment Eligibility Verification Form (I-9). Student employees may only complete this form only after they have obtained a job; the form must be completed IN PERSON within 3 days of the start date of the job. Employees who have previously been employed on campus should already have these forms on file. The Payroll Office can verify if needed.

To complete this form:

  1. The student employee must provide original documents from the "List of Acceptable Documents" found on the last page of the linked form.  Photocopies of documents cannot be accepted. 
  2. The form must be completed IN PERSON (no need to complete it in advance) with one of the following:
    1. a college certified I-9 (E-Verify) departmental representative
    2. the Payroll Office at 7 Lebanon Street, Suite 309 (between 8 a.m. and 4 p.m.)
    3. the Human Resources Office at 7 Lebanon Street, Suite 203 (between 8 a.m. and 5 p.m.) 

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Direct Deposit, Federal W-4 Form & Paperless Payslips (Go Green!)

All employees are strongly encouraged to "Go Paperless" and receive payslips and annual W-2 tax forms online. Instructions: Go to http://employee.dartmouth.edu & log in. Select Student Self-Service and proceed to:
  • W-4 Information: Modify your Federal W-4 tax withholding information.
  • Direct Deposit: Set up your check to be deposited directly into your personal US bank account.
  • Go Paperless: Stop receiving paper in your HB. Select "No" under "Paper" for each option.

See FAQs & Quick Start Guide (pdf) on Payroll’s website for more information.

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Parental Permission Form and Employers' Request for Child Labor Form

Per New Hampshire law, children between the ages of 16 and 18 must have written permission from a parent or legal guardian for his or her child to work. Youth work certificates are required for employees between the ages of 14 and 16. Any department hiring a student age 17 or younger must ensure the student employee provides a Parental Permission Form (pdf doc to be completed if student is 16 or 17 years old) or a Youth Certificate (age 14 or 15) - obtained through completion of the Employers' Request for Child Labor Form (pdf doc). Both youth work certificates and parental permission notes must be sent to the Payroll Office before employment actually begins.

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Submit a late or corrected student employee timecard:

If a student employee discovers a mistake in their timecard or needs to revise their hours for any reason, the employee must complete a Student Timecard for Corrections (available on the Payroll website) to correct the employee hours and pay. Changes to any past pay periods cannot be made in Kronos. Corrected timecards will be researched and processed with the next payroll when submitted by the deadline.

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Top 5 Student Kronos Issues

This pdf (212 KB) details the most common technical issues students have when accessing Kronos and how to resolve them.

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Last Updated: 6/17/15