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10. Can I use a photocopied document for my Form I-9?

No. All documents must be original; with the exception of a birth certificate which may be a notarized copy.

11. How do I fill out Form W-4?

Read the instructions on the form and speak with your parents or a tax advisor for advice about completing Form W-4 or local tax forms. Brandeis University cannot give you tax advice.

12. I am a student. Why are taxes being withheld from my paychecks?

Being a student does not automatically exempt you from paying taxes. Your earnings are subject to both federal and state income taxes. If you work during the summer, you will also have Social Security and Medicare taxes withheld from your paychecks. Please contact the Payroll office, located in Bernstein-Marcus, for questions regarding taxes.

13. I am on Work-Study. Why are taxes being taken out of my paychecks?

Work-study earnings are taxable income. Being on work study does not exempt you from paying taxes.

14. I am an international student. Do I need to pay taxes?

Yes, international students are subject to both state and federal income taxes. However, some students may be eligible to exempt a portion of their earnings from taxes if their country has a tax treaty with the United States. All international students should complete the Foreign National Information Form and submit it to the Payroll office to determine eligibility for treaty benefits. Please visit the International Students & Scholars Office for basic information.

15. How many hours can I work?

The work week runs from Monday to Sunday. During the academic year, undergraduate students are allowed to work a maximum of 20 hours per week, and no more than 8 hours per day. U.S. graduate students may work a maximum of 40 hours per week. Per Federal Regulations, international students are not allowed to exceed 20 hours of work per week, regardless of class standing. During vacation periods U.S. undergraduate students may work a maximum of 40 hours per week. International students may work 40 hours during Winter Break and Summer Break. Students who fail to comply with this policy will be terminated and lose eligibility to work on-campus. Please see the section titled “Student Employment Policies” in the Student Employment Handbook for more detailed information on Work Week policies.

16. Is there any way I can I work more than 20 hours a week?

U.S. undergraduate students who are in good academic standing and would like to work more than 20 hours per week must contact the Office of Student Financial Services to apply for a waiver of this policy. The student must complete the top section of the Petition to Waive the 20 Hour per Week Work Limit and bring the form to the Office of Student Academic Services to meet with his or her Dean to discuss the potential impact of additional work hours on academics. If authorized, the student must then return to the Office of Student Financial Services with the signed form and meet with his or her Financial Aid Counselor to discuss the potential impact on the student’s financial aid award. The student and his or her supervisor(s) will receive signed copies of the form within 1-2 weeks. The student may then begin working the additional authorized hours.

17. When will I be paid?

Paychecks are issued to hourly paid students on Fridays. Provided you and your supervisor have followed all the appropriate procedures, you should receive your first paycheck on the Friday of your second week of work. All paychecks will be distributed on schedule provided all required documentation, including your timesheets, were submitted on-time. Holidays and school vacations may necessitate early timesheet deadlines or delayed delivery of paychecks.

18. Does my paycheck go directly to my student account?

No, paychecks go directly to you either by a check mailed to you or by direct deposit to your checking or savings bank account (you must complete a Direct Deposit Form).

19. What is direct deposit and why is it a good option for students?

Direct Deposit, a benefit offered by Brandeis University, is a safe and convenient way to deposit your earnings into your checking or savings account. Whether you are on break, away for a long weekend, or sick on pay day, your money is automatically credited to your checking or savings account. Imagine, never having to rush to the bank on payday; never worrying about losing or washing your paycheck; and never having to stand in line to cash or deposit your check. The Direct Deposit Form can be found at the Office of Student Financial Services website, at the Office of Student Financial Services front desk, and at the Payroll Office.

20. I found a paycheck that I received four months ago but never cashed. Is there anything I can do?

You must contact the Payroll office located in Bernstein-Marcus and ask for additional instructions. Paychecks usually expire within three (3) months of issue. This may cause your check to be rejected by your bank. Again, Direct Deposit is recommended as it offers convenience and less time being consumed by you or University offices, especially in such cases where extra research and technical steps need to be taken.

21. I have direct deposit but I am changing banks. Do I need to do anything?

Yes. In order to prevent monies from being deposited into a closed bank account you need to immediately complete a Direct Deposit Form and indicate that you are changing an existing Direct Deposit account. Please contact the Payroll office for additional information.

22. How do students find off-campus Work Study jobs?

Off-campus Work Study job opportunities are posted online on the Office of Student Financial Services website.

23. Do I have to work if I have been awarded Federal Work-Study as part of my financial aid package?

No. Federal Work-Study is an opportunity for students to work in order to earn money to pay for college expenses, as well as to gain valuable employment experience. It is one component of an aid package that may be comprised of loan, scholarship/grant, or work awards. A student may choose to decline the work offer. However, you will not necessarily be eligible for additional aid if you decline the Federal Work-Study award.

24. What happens if I do not earn all of my Work-Study award?

Nothing; you will not be penalized for not earning all of your award. You will, however, forfeit the remainder of the award.

25. Can I still work if I don’t have FWS?

Students who are awarded an FWS or University Employment allotment as part of their financial aid package are given priority for jobs until October 1. If you were not awarded such an allotment, you must wait to seek employment until after this date. While some departments can hire only students who have Federal Work Study, many others are able to hire students who do not have FWS. Check the job opportunities page on the Office of Student Financial Services website to see the specific requirements for each job posted. You must have a valid Social Security number to seek employment on campus.

For Supervisors:

1. How do I hire students?

Before hiring any student you must follow the procedures detailed below.

• Develop a Job Description
• Review & Post Job with Office of Student Financial Services
• Conduct Interviews

After selecting a candidate for hire, you must:

• See the student’s Employment Eligibility Card
• Complete New Hire/Rehire Form
• Generate and Submit Timesheets

For details on each step, please refer to the Supervisor sections of the Student Employment Handbook.

2. Do I have to advertise my job opening with the Office of Student Financial Services?

Yes. As a recipient of Title IV Funds, all available positions must be posted with the Office of Student Financial Services for a minimum of five (5) business days. All jobs must be hourly paid positions with a job description approved by and on file with the Office of Student Financial Services.

3. How do I post a job opening?

If this is a new position in the department, the job must first be approved by the Office of Student Financial Services. If the job has already been approved, the supervisor may contact the Office of Student Financial Services requesting for the job to be posted by its Job ID#. Please have the Job ID# handy when you call or include it in your e-mail message.

4. How do I get a Job Description approved?

All new job descriptions and pay rates are reviewed by the Office of Student Financial Services after a detailed job description has been submitted. The job description must include the duties, responsibilities, skills and qualifications needed for the job. The Office of Student Financial Services will advise you when the description is approved or will request additional information. The Job Posting Form is available online.

5. Where do I get forms for a new student employee?

New student employee forms are available online and at the Office of Student Financial Services, located on the 2^nd floor of the Usdan Student Center. Students should refer to the Required Forms for Student Employment for guidelines in filling out these forms.

6. How do I terminate a student employee?

To terminate a student employee the supervisor must complete and submit a Termination Form. Under certain circumstances additional documentation may be required. Please consult with the Assistant Director of Student Employment if you have specific or confidential questions.

7. What do I pay my student?

All job descriptions and pay rates must be approved by the Office of Student Financial Services prior to posting the position. Please refer to the section titled “Wages and Pay Scales” in the Student Employment Handbook for more information on Pay Scales.

8. Do you have any tips for finding good student workers?

Get your job listing on the Office of Student Financial Services website as early as possible. Many students try to get their jobs settled before classes begin. Informative and detailed job descriptions also help, especially when particular skills are needed. Thorough interviewing will help you to select the right candidate and a comprehensive orientation and training session(s) will help you and your employee(s) to understand what is expected of the employee.

General:

1. Who can work on campus?

Both domestic and international undergraduate and graduate students may be employed through Student Employment. Students must be matriculated, enrolled in a degree granting program, and attending courses at least half-time in order to work on-campus. Students must have a social security number and have completed Form I-9 before starting any job. Students who are attending less than half-time, have graduated, withdrawn, taken a leave of absence, or are studying abroad are not eligible to work through Student Employment.

2. How do I obtain an on campus job?

The Office of Student Financial Services will assist you in locating on-campus employment by hosting a Job Fair at the beginning of the academic year and providing job opportunity listings throughout the year on-line. On-campus work opportunities are posted on www.brandeis.edu/offices/sfs/jobs/oncampus.html. Students who have additional questions or difficulty finding a job should contact the Office of Student Financial Services.

Please note: Students may not begin work at any campus job until all of the forms required for employment have been submitted to, and approved by, the Office of Student Financial Services. You can find the list of forms here.

3. How do I obtain an off campus job?

You are responsible for securing your own position off campus and should therefore expect to deal directly with the employer or agency for which you wish to work. The Office of Student Financial Services will provide access to job opportunity listings and job descriptions, when available. Off-campus job opportunities will be posted on-line at http://www.brandeis.edu/offices/sfs/jobs/offcampus-nonfws.html, as FWS off campus job opportunities and non-FWS off campus job opportunities.

4. Where can I find the Student Employment Handbook?

The Student Employment Handbook is available at the Office of Student Financial Services and online.

Do you have a question not answered here?

Please contact the Office of Student Financial Services at 781-736-3700.