HIRING PAPERWORK INSTRUCTIONS

PLEASE READ THROUGH AND FOLLOW ALL INSTRUCTIONS:

Please follow all instructions that pertain to your situation and complete all of your necessary paperwork.Please bring to your immediate supervisoror training instructor AS INSTRUCTED.

NEW STAFF MEMBERS:

Please follow all directions and complete all necessary paperwork prior to your actual start date.

You will need to bring hard copies of all paperwork with you.

NOTE: if you have worked on campus as a Vanderbilt employee within the past 3 years, you do not need to complete any additional paperwork - please bring your employee ID number (accessible on the c2HR website or a previous paycheck).

STUDENT EMPLOYEE TRAINING –

Click on the link above and complete the online training. Once you have finished the training you will need to print the test, complete the test questions, sign and date the test, and turn this test in with all your other paperwork.

TIMESHEET INFORMATION– See the User’s Guide at

PERSONAL INFORMATION –Employee Information Form

Click on the link above, print the forms, fill in all necessary information, sign and date the form.

W-4–Federal Tax Forms: W-4 (For all U.S. Citizens and Permanent Residents)Fill out and attach to your New Employee Information Form.

(For all International Students, please see page 2)

I-9 - EMPLOYMENT ELIGIBILITY–(If you are an International Student, please see page 2)

For U.S. Citizens and Permanent Residents

VERY IMPORTANT: The I-9 process must be completed before your first day of work.

1)Student: Send your name and email address towith the Subject: I-9 request (include your name and email address).

2)You will receive an email from VPAssure prompting you to log on and complete Section 1 on line.

3)Bringproper identification to:

Lynda Metlika, Office of Residential Education, 4111 Branscomb, 615-343-3373

GETTING PAID - Payroll disbursements to student employees may be made as follows:

  • A direct deposit to the employee’s financial institutional. This method is recommended. Students may set up direct deposit by logging onto C2HR. Then click on the link in the right column for Direct Deposit.
  • A deposit to the Vanderbilt Paycard.
  • A "live" check. Checks are available in 4113 Branscomb (the main Housing office).

For all International Students:

1)Turn in your New Hire Employee Information Form and VOLTS test to your hiring department.

2)Please have your department fill out the Social Security Letter and take the completed form to the ISSS office (Student Life Center, Suite 103).

This form can be found on the following website:

3)Then have your department access the following link to complete and submit the Windstar access request form to International Tax Office (ITO).

ITO will send you access information and instructions to Windstar, secured tax compliance database,according to department request form. Once you complete the Windstar questionnaire, refer back to the email for additional instructions to complete the process for ITO review. ITO will generate the W-4 for you.

4)Complete your I-9. Go to: Human Resources Employee Service Center (ESC) –

Vanderbilt Human Resources Employee Service Center, 2525 West End Avenue, 2ndFloor.

Additional and helpful links for Non-U.S. Citizen:

1Revised 5-7-13