New Hires
If you’ve accepted job offer, there are several steps you need to take before you begin your position at WSU.
You’re considered a new hire if you’ve never worked for Winona State before. If you have not worked on campus for two years, you will also need to complete new hire paperwork.
Working for Chartwell’s Dining Services and Barnes & Noble are not considered WSU employment.
Work Authorization
Once a supervisor has decided to offer you a work study or student help position, they’ll submit an electronic Authorization Form to the Student Payroll Office.
This form “authorizes” you to work for a particular department for a specific time frame. This employment eligibility verification must be completed before working your first shift.
If a department decides to hire you as a graduate assistant, they’ll submit an Appointment Form to the Student Payroll Office.
Before you can begin working, you must complete both W-4 and I-9 forms. These forms can only be completed in person at either:
- Winona: Warrior Hub Office in Maxwell Hall
- Rochester: Student & Campus Services Office at RCTC
W-4 Form
A W-4 form determines how much federal and state income taxes are withheld from your paychecks.
Completing this form correctly will keep you from paying in too much tax from your paychecks or needing to pay more money during tax season.
All student payroll income is taxable, including work study.
International Students
International students who have been in the U.S. for less than 5 years with an F1 or J1 Visa must complete two W-4 forms.
International tax withholding policy determines how you should complete these forms. You’ll complete these forms in the Student Payroll Office before you begin working.
Once you’ve been in the U.S. for more than 5 years as an F1 or J1 student, you’ll be required to complete a new W-4 form. You’ll have the same options for completing the form as U.S. students have.
I-9 Form
An I-9 Employment Eligibility Verification Form confirms your identity and authorizes an employer in the U.S. to pay you for your work.
To complete the I-9 Form, you need to present 2 original identification documents. These cannot be photocopies.
The frequently used forms of identification include:
- An unexpired passport
- Original social security card
- Certified copy of your birth certificate
- Unexpired driver’s license
- Warrior ID
View all acceptable types of documents.
If you need a document mailed to you from home, your family should not mail your social security card or passport.
Mailing a certified copy of your birth certificate is fine.
You may not begin working until you have these documents and complete your I-9 Form.
You must complete your I-9 Form with the Student Payroll Office.
Before you can begin working, you’ll need a social security card. If you do not have one, the Student Payroll Office give you instructions on how to apply for a social security card.
You cannot apply for a social security card until you have been in the U.S. for at least 10 days.
You may not begin working until you have these documents and complete your I-9 Form.