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Southern Oregon University

To access the most current employment forms, visit the Payroll Services website.

Among other forms, the Payroll Services website has:

Student Employment Data Form
Form required for newly hired student employees.

Form I-9 (Employment Eligibility Verification)
The I-9 is required for all first-time student employees and also for employees who have let their employment lapse more than three years.

As per the Immigration Control and Reform Act of 1986, all individuals must verify their identity and work authorization by completing an INS I-9 form. Section 1 of the I-9 must be completed by the student and Section 2 by the Payroll Office.

The I-9 requires that individuals verify their identity and authorization to work by submitting original documentation. Most students use either a passport or a picture ID such as a state driver's license along with an original Social Security card. Click here for a list of other acceptable documents. Please present original documentation when completing the I-9. The Payroll Office cannot accept faxes or copies.

Form W-4 (Tax Withholding Allowances)
All wages earned through both regular employment and Federal Work Study employment are taxable, so all students must complete tax withholding allowance forms. Students must complete a W-4 if they have never worked at SOU before or if their employment has lapsed a period of 90 days or more.

Students shall complete the form with the following understandings:

*University personnel may not make recommendations to students regarding their tax filing status. Discuss the number of allowances/exemptions with parents, guardians or tax advisors before coming to complete the form.

*The student may be able to claim exception from withholding based upon meeting criteria indicated on the W-4 form. Exempt status expires February 15th of each year. The student must complete a new W-4 form if their exempt eligibility status continues.

Employee Change Form
Form required to change payroll address, phone number, direct deposit (start, stop or change account numbers).

Student Employment Referral Form
Once the student has completed their pre-employment paperwork, they will be given a Student Employment Referral Form. The Payroll Office will complete the top portion of the form. They will indicate whether it is for Federal Work Study or Non-Work Study employment. For Federal Work Study employment, the amount of the student’s award will be verified and included on the form so that both the student and the supervisor are aware of the amount that the student’s gross earnings may not exceed. The student will take the referral form to their supervisor for completion. The supervisor will complete the department section including their signature, have the student sign and then submit the form back to the Payroll office for processing. Upon processing, students will be set up in the TKtalk system (an automated system for recording work activity over the phone).

Referral forms are required for every new position that is accepted and are also only valid through June 12th, or the last day of the Spring term, whichever is later. New referrals are required either June 13th or the last school day of the Spring Term for employees continuing or rehired in the same position(s).

 


While you are employed

The Payroll Services website also hosts a variety of forms that you will need during the course of your employment. Those forms include, among others:

TKTalk instructions
An automated system for recording work activity over the phone.

Work-Study Time Sheet
To be completed by students that are receving federal work-study funds for their on-campus employment.

Non work-Study (Standard) Time Sheet
To be completed by students that are not receiving federal work-study funds for their on-campus employment.

Student Employee Self-Assessment Form
This form should be completed by all student employees prior to receiving their performance evaluation.