FORMS

There are four forms that must be completed for any new student employee.  Returning student employees may have to complete all four again depending on whether there has been a break in employment or a change is desired, such as a change in withholding.  Each form will be discussed in turn. 

The PAF/FWS Contract

A PAF must be completed by your supervisor(s) for every Institutional Employment (IE) position you have. A FWS Contract must be completed by you and your supervisor for every Federal Work Study (FWS) position you have. You may hold any combination of positions. Do not begin working in a FWS job until you have signed your FWS contract!

The W-4

This form instructs Vanderbilt University how much federal income tax to withhold from your earnings. Your earnings as a student, even through the FWS program, are taxable income. You use the W-4 to estimate what your tax liability might be at the end of the year. Vanderbilt withholds your requested amount throughout your employment each year, so you neither owe nor are refunded a large amount.

International students should complete the W-4 form through the International Tax Office online Glacier program. This information may be obtained through the International Student & Scholar Services Office.

If taxes are withheld, you will need to file a federal tax return at the end of the year to determine if you owe additional taxes or are due a refund. The address provided on this form is where your year-end W-2 will be sent. Therefore, you may wish to use a permanent address. This form may be completed at your department or at the Student Employment Office any time you wish to change your withholding data.

The I-9

Since 1986, all new employees are required to show proof of legal status to work in the United States. Vanderbilt requires all new employees to show proof of citizenship (birth certificate, etc.) and proof of identity (e.g., driver's license). You must complete this form on/before your first day of work. Some departments utilize the I-9 Express online version. Check with your hiring department. International students should visit the International Student & Scholar Services Office to complete the approprate forms.

The Employee/Student Information Form

This Vanderbilt form is used to collect demographic data and emergency contact information if in the unlikely event we would need to contact someone in case of an emergency.

This form may be completed any time you wish to update your emergency contact or local contact information.

Direct Deposit/Pay Distribution

Student employees may request to have their paychecks distributed through Direct Deposit. This may be managed/requested through the Connect To HR link found on the Home page of the Student Employment Office. By default, student payroll checks will be delivered to the home department of employment.