Student EDF Google Form Process Documentation - Hourly, Non-Work Study Student Hiring Request

Sep 12, 2026

Upload by Aurora

The Student EDF Google Form replaces the paper version for streamlined requesting and approving hourly, non-work study student hires. It covers key compliance reminders including authorized start date confirmation by HR, strict Form I-9 timing, and limits on total student work hours per week and per calendar year. The process outlines requester steps: budget review, student data submission with assignment end date, HR and budget review, payroll setup, and on-time timesheet submission, including consequences and fees for late or unauthorized entries.

LanguageEnglish

CategoryForms

FormatPDF

Pages10

Reading Time4 min

AccessFree to download

Instructions for Requesters

Review budget and select the student

Submit Student Employee Data Form

HR and budget approval steps

Form I-9 completion requirements

Payroll forms and timesheet submission

Office of Human Resources: Student EDF Google Form Process Documentation The Student EDF Google Form replaces the paper version of the form, allowing for a more streamlined process for requesting and approving hourly, non-work study student hires. *For Federal Work Study Funded positions, guidelines from the Center for Academic & Career Success and the Office of Student Financial Assistance must be followed. Additional, and up to date, information on Student Hiring at The Catholic University of America is available on the Student Hiring Program Page. Important Reminders: ● The date used on the sEDF Google Form is the date that you would like for the student to begin working. However, the student may not actually begin working until you receive an authorization email from HR, confirming the student’s authorized start date. The email itself is NOT the authorization to begin work upon receipt, but contains the date that student is allowed to start work-please read each note carefully. ● Student employees may work no more than an accumulated total of 19 hours/ week anda maximum of 999 hours during the calendar year. ● All hours that the student works must be submitted to Payroll on the department’s recap timesheet by the deadline for the pay period in which the hours were worked. Hours that are submitted on timesheets after the deadline for the current pay period will be paid atthe ‘next’pay period. Departments asking to provide pay earlier than the ‘next’pay period will be charged a $100 processing fee for each and every off cycle check request. ● Departments will be charged a $100 processing fee for each and every timesheet that includes hours to be paid for any date prior to the student’s authorization date. Supervisors will ultimately be held responsible and may be disciplined for repeat offenses. Instructions for Requesters: Please follow these steps to hire non-work study student employees to work for your area. All paperwork must be completed and approved prior to the employee’s start date, and the authorized start date is contingent upon fully completing the Form I-9 within the required timeframe (section 1 must be completed on or before the employee's first day of work, and the entire form must be fully completed within 3 business days after the employee’s start date) . Employees who are unable to complete the Form I-9 according to guidelines will be terminated. 1. Review your department’s nVision Budget report for information on the budget available to hire student employees in your area. a. If you have any questions about your budget, please contact the University’s Budget office, or the Academic Budget Office for the Academic Area. 2. Once the student employee has been selected, complete and submit the Student Employee Data Form for approval, using a requested start date. An assignment enddate must also be included on the form. a. For assignments during the Academic Year, the end date should be no later than 5/15 . If the student will continue working during the summer, a request to reinstate the student must be submitted prior to the end of the assignment, via the Student EDF Google Form. 3. The request will be reviewed in HR and Budget. Once approved, HR will notify the department that the student is authorized to begin working, and will confirm the approved start date. The email itself is NOT the authorization to begin work upon receipt, but contains the date that student is allowed to start work-please read each note carefully. 4. The student must complete their Form I-9 (via a link that HR submits for the student via TrueScreen, on or before their first day of work. a. REMINDER: The Form I-9 must be fully completed within 3 days of start date, with section 1 being completed on or before the employee’s first day of work. Departments should align the requested start date to meet that deadline. If the Form I-9 is not completed in the proper time frame, the position will be terminat

FAQs

What starts a student’s authorization to work under the Student EDF Google Form process?

The authorization email from HR confirms the student’s authorized start date. The receipt of the email alone is not automatic authorization to begin work; the approved start date in the email controls.

What are the time requirements for completing Form I-9?

Section 1 must be completed on or before the student’s first day of work, and the entire Form I-9 must be fully completed within 3 business days after the start date. If not completed in the required timeframe, the position is terminated.

How should student work hours be submitted for payroll?

All hours must be submitted to Payroll using the department’s recap timesheet by the deadline for the pay period when the hours were worked. Late submissions move payment to the next pay period, and off-cycle checks may incur a $100 processing fee per request.

Sep 12, 2026

Upload by Aurora