Student Employment Requirements
Before students can be hired or receive their first paycheck, they must complete the Federal Form I-9, Employment Eligibility Verification. Two sections must be completed: Section 1 must be completed in Workday by the student, and Section 2 must be completed in person with a member of our payroll/student employment team, where you will present original document(s) to verify identity and employment authorization.
Additional Information
Students must also complete their payroll tax forms in Workday. Navigate to the Benefits and Payroll option under the menu and select “withholding elections. From here, complete the Federal Withholding Elections (W-4 form) and State/Local Withholding Elections.
Direct Deposit/Payment Election: All students are paid electronically via direct deposit for all employment. Search for payment elections in Workday and follow the help article to add your bank account for direct deposit payments.
International students are required to apply for a Social Security Number (SSN) after completing their I-9 form and upon being hired. Once hired, your manager will need to complete the Evidence of Employment form, and the International Students and Scholars Office will assist with the remaining tasks.
International students are subject to U.S. taxes; the college does not accept tax treaty benefits for students; however, students can claim those treaty benefits when filing a US tax return.
Required Forms
Form I-9
IRS Form I-9 Verifies Employee Identity and Eligibility to Work in the United States
- Completing the I-9
- Section 1 is completed in Workday
- Once section 1 is completed in Workday, students will need to schedule an in-person visit to complete the remainder of the I-9 form, which requires them to present appropriate identification.
Forms W-4 and M4
To complete or change your elections, please review the Change Withholding Elections job aid. From the Withholding Elections page, you can select the jurisdiction(s) you wish to update. Your elections will take effect during the next following pay period.
The IRS updated the federal W-4 form in 2020. Federal elections made prior to 2020 withhold taxes at a different rate than those filed during 2020 or later. Please visit the IRS’s FAQs on the 2020 Form W-4 for further details.
To complete or update your elections, view the relevant articles.
- IRS Form W-4 is completed by employees to indicate federal tax withholding.
- Completing the W-4 in Workday
- Massachusetts Department of Revenue Form M-4 is completed by employees to indicate state tax withholding.
- Completing the M-4 in Workday
Additionally, the IRS and individual states have their own websites that explain withholding elections, including the rate tables used for withholding. Please consult your tax adviser with any questions you may have about completing your withholding elections, and how they affect your personal financial situation.
Direct Deposit/Payment Election
- You must have a valid bank account to set up direct deposit in Workday for your paycheck. All students are paid electronically via direct deposit for all employment.
- For assistance or guides on how to complete these forms in Workday, please visit the Workday Help Site or log into your Smith portal, selecting Workday and then selecting the Workday Help Site icon on your home screen.
Social Security & Taxes
Social Security Number
International students must apply for a Social Security Number (SSN) to be paid wages in the U.S. You must have a job to obtain an SSN. You must not begin working before applying for your SSN.
Once you have secured a job, visit the International Students and Scholars Office (ISSO) for more information and to complete the required forms.