Payroll

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
  - See: IRS Tax Withholding Estimator
- (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
  - See: FTB Adjust your wage withholding
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

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. To comply with U.S. law, Saint Mary’s College must verify eligibility for employment for all new and rehired employees, within three business days of hire, by collecting a Form I-9 and reviewing original documents that establish the employee's eligibility to work in the United States.

You will need to book an in-person I-9 appointment with HR & gather your original documentation to bring to the appointment. Certain original documents may reside at your permanent address. If so, you will need to make arrangements to pick up or send home for an item.

Please visit HR's page here for the full instructions to Verify Eligibility for Employment (I-9):

⇒ https://www.stmarys-ca.edu/offices-services/human-resources/new-employees

HR Main Office Phone: (925) 631-4212

HR email: hr@stmarys-ca.edu

What's next?

Once all your paperwork has been completed in full with Human Resources and the "New Hire Form" from your hiring supervisor is received by Payroll, you will receive an email from Payroll informing you that a timesheet has been created for you on GaelXpress Time Entry.

While you wait, take the opportunity to review the following information: