Authorization to Work

STEP 1: Department Hire Request to the Career Center

The employing department must send hiring documents to the Career Center to start the hiring process. These documents require the signature of multiple people in the college or division. Once they are signed, the employing department must send them to the Career Center. Please confirm with your department that the signed documents have been sent to the center. 

The Career Center will review the documents for eligibility and completion. When the documents have cleared, we will send you an email from [email protected] and direct you to the appropriate next steps below.

STEP 2: Notification of LiveScan/Background Check

If the job you have been offered has duties and responsibilities that require a background check, the Career Center will email you to schedule a LiveScan appointment. After you complete the LiveScan appointment and your results have cleared, the Career Center will email you to schedule a New Employee appointment.

STEP 3: Notification to Start the Hiring Process

The Career Center will email you when your documents have cleared to schedule an in-person New Employee appointment to complete the following: 

• I-9 documents (e.g. Social Security card and picture ID, or U.S. passport)
• Student Payroll Action Request (SPAR) 
• Student Employee Personal Data Form 
• Statement Concerning Your Employment in a Job Not Covered by Social Security (SSA-1945) 
• *Academic Student Employee Union Deduction Authorization Form – only for Instructional Student Assistant (1150)
• *Provide the signed Permit to Work Employ and Work as a Minor - only for any person under the age of 18 years required to attend school under the provisions of the Education Code.

STEP 4: Notification of Authorization to Work

When your documents have been processed, the Career Center will email you the Authorization to Work notice. You can not begin work until you receive the Authorization to Work email from the Career Center.

STEP 1: Department Hire Request to the Career Center

The employing department must send hiring documents to the Career Center to start the hiring process. These documents require the signature of multiple people in the college or division. Once they are signed, the employing department must send them to the Career Center. Please confirm with your department that the signed documents have been sent to the center.

The Career Center will review the documents for eligibility and completion. When the documents have cleared, we will send you an email from [email protected] and direct you to the appropriate next steps below.

STEP 2: Notification of LiveScan/Background Check

If the job you have been offered has duties and responsibilities that require a background check, the Career Center will email you to schedule a LiveScan appointment. After you complete the LiveScan appointment and your results have cleared, the Career Center will email you to start the hiring process.

STEP 3: Notification to Start the Hiring Process

The Career Center will email you when your documents have cleared to start the hiring process and complete the following: 

PART 1: Notification of I-9 Appointment with Human Resource Management

Our email will include information about how to schedule an in-person I-9 appointment with Human Resource Management.

PART 2: Notification of Hiring Appointment with the Career Center

When your I-9 documents are cleared by Human Resource Management, the Career Center will email you to schedule a New Employee appointment with our office. During the appointment, you will complete the following:

• Student Payroll Action Request (SPAR) 
• Student Employee Personal Data Form 
• Statement Concerning Your Employment in a Job Not Covered by Social Security (SSA-1945) 
• *Academic Student Employee Union Deduction Authorization Form – only for Instructional Student Assistant (1150)
• *Provide the signed Permit to Work Employ and Work as a Minor - only for any person under the age of 18 years required to attend school under the provisions of the Education Code.

STEP 4: Notification of Authorization to Work

When your documents have been processed, the Career Center will email you the Authorization to Work notice. You can not begin work until you receive the Authorization to Work email from the Career Center.

STEP 1: Department Hire Request to the Career Center

The employing department must send hiring documents to the Career Center to start the hiring process. These documents require the signature of multiple people in the college or division. Once they are signed, the employing department must send them to the Career Center. Please confirm with your department that the signed documents have been sent to the center.

The Career Center will review the documents for eligibility and completion. When the documents have cleared, we will send you an email from [email protected] and direct you to the appropriate next steps below.

STEP 2: Notification of LiveScan/Background Check

If the job you have been offered has duties and responsibilities that require a background check, the Career Center will email you to schedule a LiveScan appointment. After you complete the LiveScan appointment and your results have cleared, the Career Center will email you to start the hiring process.

STEP 3: Notification to Start the Hiring Process

The Career Center will email you when your documents have cleared to start the hiring process and complete the following: 

PART 1: Notification of On-Campus Employment Verification with the International Programs Office

Our email will include information about how to obtain the following documents from the International Programs office:

• On-Campus Employment Verification Form
• Supporting Letter to apply for a Social Security number

PART 2: Apply for a Social Security Number

If you do not have a Social Security Number, contact your local Social Security Administration (SSA) office to apply for a Social Security Number (SSN). You will submit the Supporting Letter to the SSA office and obtain a receipt.

PART 3: Present your Social Security Number or Receipt to the Career Center

You must present your Social Security Number or receipt to the Career Center to continue the hiring process. Email [email protected] to schedule an in-person appointment to present your Social Security Number or receipt.

PART 4: Notification of I-9 Appointment with Human Resource Management

When your Social Security Number or receipt has been processed, the Career Center will email you information about how to schedule an in-person I-9 appointment with Human Resource Management (HRM). You will need to provide the following documents:

• The original/unlaminated Social Security card or receipt if the card is not yet available
• Completed On-Campus Employment Verification form 
• Foreign passport  I-20 and I-94 Non-Resident Alien Notification Form (will be forwarded to Businesses Financial Services for follow-up) 

PART 5: Notification of Sprintax Tax Withholding

When your I-9 has cleared, HRM will email you a form via Adobe Sign. You must complete the form in order to have an account created on Sprintax, the U.S. Income Tax Software. When your account has been created, you will receive an email from Sprintax inviting you to log in and enter your tax requirements. A summary of your taxable contributions will be created.

If you submitted a Social Security card receipt to the Career Center, you must present your official Social Security Card to our office when you receive it. If the card is not submitted by the end of the 30-day period, your employment may be suspended.

PART 6: Notification of Hiring Appointment with the Career Center

When your I-9 documents are cleared by Human Resource Management, the Career Center will email you to schedule a New Employee appointment with our office. During the appointment, you will complete the following:

• Student Payroll Action Request (SPAR) 
• Student Employee Personal Data Form 
• Statement Concerning Your Employment in a Job Not Covered by Social Security (SSA-1945) 
• *Academic Student Employee Union Deduction Authorization Form – only for Instructional Student Assistant (1150)
• *Provide the signed Permit to Work Employ and Work as a Minor - only for any person under the age of 18 years required to attend school under the provisions of the Education Code.

STEP 4: Notification of Authorization to Work

When your documents have been processed, the Career Center will email you the Authorization to Work notice. You can not begin work until you receive the Authorization to Work email from the Career Center.

STEP 1: Department Hire Request to the Career Center

The employing department must send hiring documents to the Career Center to start the hiring process. These documents require the signature of multiple people in the college or division. Once they are signed, the employing department must send them to the Career Center. Please confirm with your department that the signed documents have been sent to the center.

The Career Center will review the documents for eligibility and completion. When the documents have cleared, we will send you an email from [email protected] and direct you to the appropriate next steps below.

STEP 2: Notification of LiveScan/Background Check

If the job you have been offered has duties and responsibilities that require a background check, the Career Center will email you to schedule a LiveScan appointment. After you complete the LiveScan appointment and your results have cleared, the Career Center will email you  to start the hiring process.

STEP 3: Notification to Start the Hiring Process

The Career Center will email you when your documents have cleared to start the hiring process and complete the following: 

PART 1: Notification to Obtain Permit to Employ and Work

The Career Center will email you the Permit to Employ a Minor form using Adobe Sign. Complete the required sections of the form. Print the forms and have your parent or legal guardian complete and sign their section.

Present your completed forms to the authorized person at your secondary school (i.e., K-12) or school district. During the summer months or when the secondary school is not in session, the work permit is obtained from the superintendent of the school district in which you reside.

Bring the completed and signed forms to your New Employee hiring appointment with the Career Center. 

PART 2: Notification of I-9 and Hiring Appointments

Depending upon your U.S. employment eligibility status, the Career Center will email you the appropriate next steps. Please reference the steps provided above related to your employment eligibility status. 

STEP 4: Notification of Authorization to Work

When your documents have been processed, the Career Center will email you the Authorization to Work notice. You can not begin work until you receive the Authorization to Work email from the Career Center.

If you received an offer for a Federal Work-Study (FWS) position, you will complete your hiring paperwork through the Federal Work-Study (FWS) Program in the Financial Aid and Scholarships Office. Email [email protected].