Academic Year Policies
The Student Employment Office uses Adobe Sign to securely send and receive all new-hire paperwork. First-Year students who are awarded Federal Work-Study or College Work Award will receive the paperwork automatically via their F&M email address in August. No special software or Adobe products are needed to complete the paperwork. All other students can email email@example.com to request and receive a secure Adobe file of all required documents.
There are seven documents contained within the Adobe Sign new-hire paperwork packet. They are as follows:
- I-9 - Federal form required for employment eligibility verification. In order to complete the I-9, acceptable forms of identification must be submitted with the Adobe Sign file and presented to the SEO staff. Click here to learn about acceptable forms of ID.
- W-4 - Used to determine federal withholdings and taxes.
- Lancaster County Certificate of Residence - Used for local municipal tax purposes.
- F&M Confidentiality Agreement - Student agreement indicating that they will not share any confidential information that they may be exposed to during their work on-campus.
Worker’s Compensation Agreement - Should you get injured while working, F&M will provide coverage for medical expenses.
Direct Deposit Form - Allows payment for your work to be directly deposited into your bank account.
Local Services Tax Exemption Form - To claim an exemption for local municipal taxes (if applicable). Many students are exempt.
Once the paperwork is received, the SEO staff will review it for accuracy and completion. Students must then meet with the SEO staff in-person in order for the staff to physically inspect and verify the original forms of ID used for the I-9. All documents must be original and unexpired. We are not permitted to accept photocopies/scans of such documents per Federal requirements. During the academic year, please use this link to schedule a brief 10-15 minute paperwork meeting.
Completing New-Hire Paperwork During Move-In Day
If you plan to accept an employment opportunity in the fall semester of your first year at F&M, we encourage you to fill out the necessary paperwork prior to arriving on campus. First-Year students who are awarded Federal Work-Study or College Work Award will receive the paperwork automatically via their F&M email address in August. You will also have the opportunity to complete employment paperwork on Move-In Day during registration.
Please note: When you deliver completed forms or you complete forms on Move-In Day, parents may return home with the sensitive identification documents if they wish to do so. Scanners will be on-site at Move-In to upload all documents securely.
The most commonly presented and accepted forms of identification for domestic students include a passport OR the combination of a driver’s license AND social security card or birth certificate. All documents must be original and unexpired. We are not permitted to accept photocopies/scans of such documents per Federal requirements. The name you provide on all employment forms must be your name exactly as it appears on your Social Security Card. For a complete list of acceptable identification documents, please see the I-9 Form.
If you turn in new-hire forms at move-in but do not begin employment until after November 1st, all previously submitted new-hire documents will be destroyed. If you decide to accept an on-campus position after that date (whether in this academic year or a later one), you will need to provide all new-hire documents and original identification documents at that time.
New F-1 international students who receive financial aid will complete all necessary new-hire paperwork at a workshop the day before classes begin for the fall semester. International Student Services will inform these students of the location and time of the workshop. More information about the paperwork process and securing a Social Security Number is available here.