Student Forms

The forms required of student employees in order to participate in the Work Study program are listed below.  Blank forms can either be downloaded from this page, or can be obtained directly from the Financial Aid Office.

Federal Work Study Authorization Form

Payroll Forms

Federal W-4 Form

I-9 (Employment Eligibility Form)

Direct Deposit Form

Timesheets

Student FWS Pay Schedule

Work Study Award Tracking Sheet

Job Description Form

 

Federal Work Study Authorization Form - download

In order to be authorized for Federal Work Study, a student MUST be enrolled at Tri-State University, at least half-time (6 credit hours) and have a Federal Work Study award listed on his/her Financial Aid Award Letter for the current academic year.

Students must complete the entire student section of the Authorization Form, including their Federal Work Study award limit.  This can be found on the Financial Aid Award Letter, or can be obtained in the Financial Aid office.

Once the student section is completed, the student must have his/her employer complete the supervisor's section of the form and sign and date the Supervisor Certification.

It is the student's responsibility to return the completed Authorization Form to the Financial Aid Office.  The form must be completed by the student's employer and returned to the Financial Aid Office in order to be authorized.

Without this completed form on file with the Financial Aid Office, a student's paycheck can be held by the Business Office.

Payroll Forms

New Students vs. Returning Students

First-time hires (students who have never been paid through the Tri-State University Payroll system before) are required to fill out the following forms and return them to the department where they will be working.

• Federal W-4 Form - download
• Work Study earnings are taxable income.  This form authorizes the withholding of federal taxes.
• I-9 (Employment Eligibility Form) - download
• This form is required to establish both identity and employment eligibility.  Original documents, along with a Social Security Number, are required for verification.

Returning students (students who have previously worked at TSU) are encouraged to ensure that their paperwork, previously filed, is in order.  If all is in order, returning students do not need to complete a new I-9 form.  Tax forms do not need to be completed if it has not been more than a year since the last work date. 

Direct Deposit Form - download

Direct Deposit is encouraged by Tri-State University.  The student's paycheck is automatically deposited into their personal checking or savings account, providing instant access to money in the early morning on the pay date. The bank does not need to be local.  The form needs to be completed and have bank documents attached (a voided personal check or bank statement).  Returning students should verify that the bank information on file is correct.     

Timesheets - download

In order to receive your paycheck, you must submit a timesheet for each period worked.  A student’s payroll check may be delayed if an incomplete or incorrect timesheet is submitted.  The original signed timesheet must be submitted to the Business Office.  The department number is to be recorded in the upper right-hand corner.  The student’s name, social security number, and department name must be recorded.

Timesheets missing the supervisor’s and or the student’s signature will not be processed.

• Payment is made for full hours or half hours only.
• If a student uses a paper timesheet, the total hours for each week must be calculated.
• The two weekly totals should be added and entered in TOTAL # OF HRS box.

Students need to have timesheets submitted by 4:00 p.m. on the Friday before a pay day. 

Student FWS Pay Schedule - download 

Work Study Award Tracking Sheet - download

Students who have already begun working may use this worksheet to keep track of their Federal Work Study earnings in order to ensure that they stay within the limits of their allotted award amount.

To use the worksheet, the student should begin by writing in the total amount of his/her Work Study award on the total award line.  This amount can be found on the Financial Aid Award Letter or by contacting Financial Aid.  When the first paycheck is received, the gross (pre-tax) amount of the check should be recorded in the gross pay column for the appropriate pay date.  The remaining award amount can then be calculated by subtracting the gross pay from the total award.  Each subsequent paycheck should be recorded in the same manner, subtracting the gross pay from the remaining award balance of the previous pay period to determine the current amount left to earn.

It is the student's responsibility to monitor his or her Federal Work Study Award.

Employer Forms

Job Description Form - download

Employers who wish to post a Federal Work Study job on the website may download this form and return it to the Work Study Coordinator in the Financial Aid Office.  Please keep job descriptions brief and concise, and be sure to include the pay rate.