If your financial aid package includes eligibility for the Federal College Work Study program, please review the procedures below.  Before you are eligible to start working, you must complete the appropriate steps.  Below you will find information about how to obtain a job and the required paperwork that you must complete to be eligible to work.

Finding a Job:

Job descriptions for work study positions are posted in early September on CareerSaint. All Siena College students will automatically receive a logon to CareerSaint at the end of August. To log into CareerSaint or to view instructions on the system, please visit the CareerSaint webpage.

1. Required Paperwork If the Student has Never Worked On  Campus (new to student payroll)

The following documents need to be completed prior to the first day of work. Once completed, the original forms must be sent to the Payroll Office.  Beginning September 7, the paperwork should be dropped off at the reception area located in the Trustco Bank Center lobby.  

A. W-4 federal withholding form and the IT-2104 NYS withholding form

The student must complete both of these forms.  The supervisor does not sign these forms. These forms can be downloaded from the Student Payroll webpage under Student Employment & Tax Forms.  

B. Form I-9 Employment Eligibility Verification

This form and instructions can also be downloaded from the Student Payroll webpage under Student Employment & Tax Forms.  The student must complete each field in Section 1 no later than the first day of employment. Within three business days of starting to work, the student must present to the employer unexpired documents that establish identity and employment authorization. A list of acceptable documents can be found on page 3 of the Form I-9. The student must present either one document from List A or one document from List B and one document from List C. The College requests that the supervisor attach copies of the identification used to verify the student’s identity and authorization to work to each student’s Form I-9.  The supervisor should review Section 1 to ensure it is completed properly. If any errors are found in Section 1, have the student make corrections as necessary. The student must also initial and date next to any corrections made. The supervisor must complete Section 2 in its entirety within three business days of the student’s first day of employment, otherwise employment must cease.

C. Notification Form

Each FCWS student received an Notification Form via email, advising him/her of the amount of their award. The FCWS Notification Form is emailed to the student from aid@siena.edu. Students should present supervisors the Notification Form, via email to ensure the student has been authorized by the Financial Aid Office to work in the FCWS program.  Paper authorization forms will no longer be required to be sent to the Financial Aid Office.  See A - Finding a Job/Hiring Students of this section for details on how to communicate supervisor approval for a student to work with the Financial Aid Office.

D. Student Employment Payroll Form

Provided by the supervisor and must be signed by the student and hiring supervisor.  This form is completed at time of hire and re-hire, before any work is performed. The student must receive a duplicate signed copy of this form.

E. Notice and Acknowledgment of Pay Rate and Payday

This form is completed at time of hire and re-hire, before any work is performed. This notice must be provided to the student in English and in the student’s primary language, as identified by the student, if the Department of Labor makes a template available in that language. Supervisors of student employees are required to complete Section 1 through 7 and their name and title (Preparer Name and Title) in Section 8. Student employee’s complete Section 8 (Employee Acknowledgement) and must receive a duplicate signed copy of this form. 

2. Required Paperwork If the Student Has Previously Worked On Campus

The following documents need to be completed prior to the first day of work. Once completed, the original forms must be sent to the Payroll Office.  Beginning September 7, the paperwork should be dropped off at the reception area located in the Trustco Bank Center lobby.

A. Notification Form

Each FCWS student received an Notification Form via email, advising him/her of the amount of their award. The FCWS Notification Form is emailed to the student from aid@siena.edu.  Students should present supervisors the Notification Form, via email to ensure the student has been authorized by the Financial Aid Office to work in the FCWS program.

B. Student Employment Payroll Form

Provided by the supervisor and must be signed by the student and hiring supervisor.  This form is completed at time of hire and re-hire, before any work is performed. The student must receive a duplicate signed copy of this form.

C. Notice and Acknowledgment of Pay Rate and Payday

This form is completed at time of hire and re-hire, before any work is performed. This notice must be provided to the student in English and in the student’s primary language, as identified by the student, if the Department of Labor makes a template available in that language. Supervisors of student employees are required to complete Section 1 through 7 and their name and title (Preparer Name and Title) in Section 8. Student employee’s complete Section 8 (Employee Acknowledgement) and must receive a duplicate signed copy of this form.