New Hires
All newly hired student employees who will be working for the first time at BC must complete the following onboarding documents before they begin to work. Note that students must secure a job on campus or through our Off-Campus Federal Work-Study (FWS) Program to complete these student employment onboarding forms.
The Form I-9 Employment Eligibility Verification, Required Onboarding Form for New Student Employees, and Payroll Form Statement (Student Hours at Boston College) are paper forms and must be completed in person at the Office of Student Services. These three forms are required to satisfy the Form I-9 requirement and must be completed only once for all student jobs at Boston College. Students are unable to begin working until they have completed the Form I-9 entirely, and it is on file with Student Employment.
The Federal W-4 and Massachusetts M-4 tax withholding forms along with the direct deposit for payroll must be completed online through the PeopleSoft Human Resources link once the student is hired and active on the payroll system. Instructions are sent by Student Employment upon the student's completion of the Form I-9 requirement. Students can change their withholdings and direct deposit for payroll information through their online link at any time if necessary.
Instructions for how to complete each form are below.
| Required Onboarding Form for Student Employees | The Required Onboarding Form for New Student Employees must be completed along with the Form I-9 and Payroll Form Statement (Student Hours at Boston College). Information on the student's hiring department/location(s) and job title(s) is required when completing this form. |
| Form I-9 I-9 Instructions | Students must complete and sign Section 1 of Form I-9. Please select ONE box when attesting your citizenship or immigration status. Original, acceptable, and unexpired documentation must be presented for a representative to complete Section 2 at the Office of Student Services. More information on what documents to present can be found on the second page of Form I-9 (Lists of Acceptable Documents). |
| Payroll Form Statement (Student Hours at Boston College) | Students must read, complete, and sign the Payroll Form Statement (Student Hours at Boston College) to acknowledge the University Policy Statement concerning the maximum amount of hours student employees can work each week. This form must be completed along with the Form I-9 and Required Onboarding Form for New Student Employees. |
| W-4 (Federal Withholding Form) | The Federal Form W-4 (Employee's Withholding Certificate) can be completed online through your Agora Portal > PeopleSoft Human Resource Services > Self Service > Payroll and Compensation > Update Tax Withholdings once your student hire is processed and active on the payroll system. |
| M-4 (Massachusetts Withholding Form) | The Massachusetts Form M-4 (Employee's Withholding Exemption Certificate) can be completed online through your Agora Portal > PeopleSoft Human Resource Services > Self Service > Payroll and Compensation > Update Tax Withholdings once your student hire is processed and active on the payroll system. |
| Direct Deposit Enrollment Instructions | Direct Deposit for Payroll enrollment will be available on your Agora Portal > PeopleSoft Human Resource Services > Self Service > Payroll and Compensation > Update Direct Deposit once your student hire is processed and active on the payroll system. Please refer to the instructions for steps on how to set up your direct deposit for payroll. |
Note: If you have been awarded Federal Work-Study and are working under our Off-Campus Federal Work-Study program, you are also required to complete the following forms:
- Off-Campus Federal Work-Study Hire/Rehire Form
- Off-Campus Agency Time Sheet (must be completed and submitted weekly)
These completed forms should be brought to the Office of Student Services.
Federal Tax Form (W-4)
- Determines the correct federal income tax withholding
- Allowances are no longer used for the redesigned 2020 Form W-4; cannot claim personal or dependency exemptions
- Complete Steps 1 and 5 on Form; complete Steps 2-4 ONLY if they apply to you
Massachusetts Tax Form (M-4)
- Determines whether employee is exempt for state tax withholding
- If employee will not earn more than $8,000 annually then Box D is checked and no state tax is withheld
- Enter 0 or 1 on Line 1 if state tax is to be withheld
Please contact the HRSC at (617) 552-4772 if you have any questions about payroll, tax withholding, or direct deposit.
I-9 Process
As a result of the Immigration Reform and Control Act of 1986, all new employees must complete an Employment Eligibility Verification Form (I-9) within three business days of starting employment and present original documents that evidence both identity and employment eligibility.
Newly-hired, hourly-paid student employees must complete Section 1 of this Form and bring it with original documents to the Office of Student Services in Lyons Hall.
A copy of the Form I-9 and Instructions are available on the Required Forms tab, as well as the University's Human Resources Forms page.
The following list of documents was determined by the Department of Homeland Security, and students may present any document from List A or a combination of one document from List B and one document from List C. All documents must be unexpired.
- U.S. Passport or U.S. Passport Card
- Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
- Foreign Passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa
- Employment Authorization Document that contains a photograph (Form I-766)
- For a nonimmigrant alien authorized to work for a specific employer because of his or her status: a. Foreign passport; and b. Form I-94 or Form I-94A that has the following: (1) The same name as the passport; and (2) An endorsement of the alien’s nonimmigrant status as long as that period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form
- Passport from the Federal States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI
- Driver's license or ID card issued by a state or outlying possession of the U.S. provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
- ID card issued by federal, state, or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
- School ID card with a photograph
- Voter's registration card
- U.S. Military card or draft record
- Military dependent's ID card
- U.S. Coast Guard Merchant Mariner Card
- Native American tribal document
- Driver's license issued by a Canadian government authority
- A Social Security Account Number card, unless the card includes one of the following restrictions: (1) NOT VALID FOR EMPLOYMENT (2) VALID FOR WORK ONLY WITH INS AUTHORIZATION (3) VALID FOR WORK ONLY WITH DHS AUTHORIZATION
- Certification of report of birth issued by the Department of State (Forms DS-1350, FS-545, FS-240)
- Original or certified copy of birth certificate issued by a state, county, municipal authority, or territory of the United States bearing an official seal
- Native American tribal document
- U.S. Citizen ID Card (Form I-197)
- Identification Card for Use of Resident Citizen in the United States (Form I-179)
- Employment authorization document issued by the Department of Homeland Security
- School record or report card
- Clinic, doctor, or hospital record
- Day-care or nursery school record
International students on an F-1 visa are eligible to work on campus while enrolled in a degree-seeking program. International F-1 students are only allowed to work on campus during their specific authorized period. Students must maintain legal F-1 status while engaging in on-campus student employment.
International F-1 students who have secured on-campus student employment must complete a Form I-9, bringing original documentation, to the Office of Student Services.
The following documents must be presented when completing the I-9:
- Unexpired Foreign Passport
- Form I-94
- Form I-20
- A Certification of F-1 Student On-Campus Employment for SSN Application or a Work Permission Letter from the BC Office of International Students and Scholars (OISS)—please see below for more information.
International F-1 students who receive a job offer from an on-campus employer must also apply for a Social Security Number (SSN) in order to be hired and paid. When arriving at the local Social Security Office, they must bring their Certification of F-1 On-Campus Employment for SSN Application—completed by both their campus employer and the OISS—along with all of the documents listed above. Students will need to ask for a paper receipt showing that they have applied for a Social Security number. Please refer to the Social Security Administration website for more information and instructions on how to apply for an SSN.
International F-1 students who already have an SSN should use the Work Permission Letter and have it completed by the OISS as instructed on the form.
More information for international students can be found at the OISS website. They are located at Hovey House, 258 Hammond Street.
Exchange students on a J-1 visa may work on campus as long as they are in good standing and are enrolled in a course of study at Boston College. Exchange J-1 students can only work on campus during their specific authorized period. Those who have secured a job on campus must complete the Form I-9 requirement, bringing original documentation, to the Office of Student Services.
The following documents must be presented when completing the I-9:
- Unexpired Foreign Passport
- Form I-94
- Form DS-2019 indicating Student status and sponsored by Boston College
- If the J-1 student’s program sponsor is IIE (Fulbright), the student will need to obtain employment authorization from that sponsoring organization
- A letter of Employment Authorization from the BC Office of International Students and Scholars (OISS)
Exchange J-1 students who receive a job offer from an on-campus employer must also apply for a Social Security Number (SSN) in order to be hired and paid. Please refer to the Social Security Administration website for more information, as well as the required documentation for applying for a SSN. They must bring all of the documents listed above. Once they apply for a SSN, the students need to ask for a paper receipt showing that they have applied for a SSN.
After applying for a SSN, the students will also need to stop by the Human Resources Service Center (HRSC) at 129 Lake Street on the Brighton Campus and bring that paper receipt, along with all the documents listed above, to the Foreign Tax Specialist. The HRSC can also assist international students with completing tax forms and any other required forms, but they should contact the HRSC at (617) 552-4772 to make sure the foreign tax specialist is available.
More information for international students can be found at the OISS website. They are located at Hovey House, 258 Hammond Street.