New-Hire Paperwork (Student Employees)
Received a job offer? Before you can begin working, it is IMPERITIVE that you complete the Student Employment Packet.
International Students: Contact the Center for International Programs (CIP) Office before completing paperwork. They will provide guidance in navigating the additional steps/requirements for students that are not US-residents or citizens. If you do not have a US Social Security Number, the application is an essential step before beginning any work. The CIP Office can assist you with this process.
Student Employment Packet:
⇒View the Payroll Forms - Student Employment Packet
(must be logged in with SMC account to access)
This packet contains:
- Form I-9, Employment Eligibility and Verification
- This form proves that you are eligible to work in the United States
- All employers are required to have valid Forms I-9 on-file for all employees
- Please ensure to have with you original, unexpired verification documents when submitting this form.
- See: Complete and Correct The Form I-9 and Form I-9 Instructions
- Form W-4, Employee's Withholding Allowance Certificate
- Tells Payroll how to withhold wages for federal income tax purposes
- (Nonresident aliens only) Notice 1392 Supplemental Instructions for Nonresident Aliens
- STUDENTS THAT ARE NOT US CITIZENS MUST READ THIS!
- Form DE 4, Employee's Withholding Allowance Certificate
- Tells Payroll how to withhold wages for state (CA) income tax purposes
- Direct Deposit of Payroll Funds Authorization Form
- You will need your
- bank's ABA routing number. This is the routing number for electronic transfers (ACH) not the routing number for wire transfers.
- bank account number. This is almost always NOT the number on your debit card.
- More info, see: Direct Deposit at SMC
- You will need your
A fictitious check that displays the location of the routing and account number.
Where do I submit these forms?
Your completed forms will need to be submitted to the Human Resources (HR) office either via email (hr@stmarys-ca.edu) or in person.
If you email your forms, you are still required to go to Human Resources Office in-person to show your original, unexpired verification documents as required by Form I-9 (no photocopies/scans). Your paperwork is not complete until this is done. Human Resources is located on the Garden (lower) Level of Filippi Hall.
**Human Resources Office Hours Contact info**
- Mondays and Wednesdays: 10 am - 1 pm (Walk-in hours)
- Tuesdays and Thursdays: BY APPOINTMENT ONLY (to make an appointment email HR at hr@stmarys-ca.edu.)
- Fridays: Office Closed - Staff Offsite
Main Office: (925) 631-4212
More info: https://www.stmarys-ca.edu/offices-services/human-resources/careers/first-90-days-at-smc
What's next?
Once all your paperwork and the "New Hire Form" from your hiring supervisor have been completed and received by Payroll, you will receive an email from a Payroll Staff member informing you that a timesheet has been created for you on GaelXpress.
While you wait, take the opportunity to review the following information:
- GaelXpress 2.0 Time Entry Instructions (Google Slides)
- Sick Leave Procedures & Information
- Bi-Weekly Payroll Schedule