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Steps for On-Campus Jobs

If this is the first time you will be working through Tufts student payroll, either on campus or at an approved off campus organization, you must complete an ePAF student worksheet,available at https://access.tufts.edu/forms#hr, before you begin to work. This ePAF student worksheet should be returned to the Department/Manager that is hiring you. Additionally, once your department has officially hired you, through the ePAF system, you will receive an email from TSS giving you access information for “Employee Self Service” (eServe). The following information must be completed online in Employee Self Service on or before your first day of work.

  1. Direct Deposit information (have check available to obtain your bank routing number and account number).
  2. W-4 and M-4 (federal and state) tax withholding forms
  3. Employee portion of the Employment Eligibility Verification Form (Form I-9)

Note: In addition all hiring departments must make sure to send new student hires or rehired students (for whom it has been more than 3 years since the Form I-9 verification was initially completed) to TSS with their original documents to verify their I-9 within 3 business days of their start date. See the TSS Home Page, http://tss.tufts.edu for location and hours of operation.

You cannot begin work and will not be paid until this information is complete.

If you are simply working in a different department or company, but have already worked for Tufts and completed this information within the last three years, or if you have not had any lapse in employment since you originally completed the information, you do not* need to re-verify your I-9, but can use Employee Self Service to verify and/or change your W-4 and/or Direct Deposit information. If you have had a lapse in employment (ex. You stopped working over the summer) and it has been more than three years since you last brought your original documents to TSS for I-9 verification, you will need to complete this step again upon your rehire. *Foreign Nationals with temporary work authorizations will also need to re-verify the I-9 prior to work authorization documents expiring. TSS will send email notifications when the expiration date is approaching. Failure to provide an updated I-9 will result in termination. 

Additional Steps for Off-Campus Work Study Jobs
 

  • Remember, off-campus work study jobs can ONLY be at community service, non-profit, or literacy organizations.

  • Your supervisor needs to send the Student Employment Manager a detailed description of your position, including what your duties and responsibilities will be.

  • Make an appointment with the Student Employment manager to discuss the approval of your job. When making the appointment, be sure to state that the meeting will be to request approval of an off-campus work-study position.

  • If this is your first time working through Tufts student payroll, complete all Conditions of Hire Forms.

  • Double check to make sure you've completed the steps found on the Off-Campus Work-Study Position Checklist.

  • Students with a work study job at the Museum of Fine Arts or Museum School graduate students : please be sure you complete all the steps outlined on the work-study position checklist.

Conditions of Hire Forms

Employment Eligibility Verification Form (I-9)

Every student employee must complete the student portion of the I-9 form online through Employee Self Service. The Immigration Reform and Control Act of 1986 requires proof that employees are eligible to work in the United States. This law applies to citizens and non-citizens. An I-9 Form needs to be completed only once during an employee’s tenure at Tufts unless they leave the University for more than one year or their authorization to work has expired. Remember, you are responsible for Section 1 of the I-9 Form and proper identification documents must be presented.

 
Direct Deposit Enrollment Form

The University will pay all student employees exclusively via direct deposit. Students can have their net pay directly deposited to a checking or savings account at any financial institution they choose, provided that the bank is a member of the automated clearing house (ACH) network. The Human Resources Service Center pre-notes all requests for direct deposit. Pre-noting is an electronic test to the financial institution to verify the transit-ABA #, account #, and name on the account. During this process, a check is rendered and can be retrieved in person at the front desk of the Student Services Center in Dowling Hall (M-F, 9 a.m. - 5 p.m.) for Medford students, at the Bursar/Cashier office in Posner Hall for Boston students, and directly from the departments for Grafton students. After the first paycheck, students will receive an eSEND (electronic statement of earnings and notification of Deposit). eSEND is an electronic (email) notification of payment of wages. This system is in lieu of receiving a paper direct deposit stub. Please check the Student Employment Manual for more details!

 
W-4 Form

The W-4 Form is used for declaring tax withholdings for both the federal and state governments. It should therefore be read and completed carefully online. Incomplete documentation (missing paperwork or forms filled out incorrectly) will be returned to the hiring department. If the employee would like to claim a different state withholding than their federal counterpart, a Form M-4, Massachusetts Employee’s Withholding Exemption certificate, would be required.