New student employees or student employees who have not worked within 12 months must complete the required documents below. Student employees are not authorized to begin working until the below requirements have been completed, turned in, and Student Employment has sent an an official Work Authorization email to the student employee and supervisor.

Once a student has been offered a position, the Student Employment Coordinator will reach out to the newly hired employee to request the following documents:

1. Federal I-9 form and required identifications.  The identifications be presented in person to the Financial Aid office in Lee Hall.  (Unexpired and Original copies only;  No scanned copies).  Refer to the second page of the Federal I-9 for acceptable forms of identification.
2. W-4 tax form
3. VA-4 tax form     
4. Direct Deposit form
5. Provide Proof of banking (Proof of banking is used to verify your full banking account number and routing number).  Examples of proof: A screen shot of your account and routing numbers from online banking, OR A printout from your financial institution verifying the account and routing numbers

• Complete the Student Employment Agreements online: Student Employment Agreement Link

Student employees who have worked within the last 12 months are not required to provide any new documentation. However, they must still wait to receive a Work Authorization to begin working. This ensures they have been reestablished as an active employee into the newly hired/rehired position and have regained access to begin recording hours into the designated position.

In some cases, returning student employees may be prompted to submit additional forms (example: if their banking information has changed).

According to the USCIS, all employers in the United States “must ensure proper completion of Form I-9 for each individual they hire for employment (…) The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization.”

What IDs can I bring?

Please review page 2 of the Form I-9 for a list of acceptable documents.

Will just my school ID and driver’s license work?

No. These IDs only evidence identity, but they do not evidence employment authorization in the United States. A photo ID in List B must be accompanied by a List C document.

Can I bring my passport only?

Yes. Any item in List A will suffice on its own as acceptable documentation.

Do returning student employees need to show IDs?

Not usually. If there has been an extended break in your employment (besides summer and winter breaks), please contact studentemployment@umw.edu for confirmation.

I am a nonresident alien. What do I need to bring?

Please review the requirements on the I-9 for non-residents. If you bring your foreign passport, you will also need to present the Form I-94 and DS-2019. Nonresidents are required to obtain a social security card/number. Students may apply for a social security card/number at the local Social Security Administration building at 9915 Patriot Highway, Fredericksburg, VA 22407. Please reach out to the Center for International Education for more information on how to obtain a social security card/number.

I do not have a List A or List C identification on campus. What should I do?

Make arrangements to have the documents on hand once you have accepted a position of student employment. We strongly discourage parents from mailing List A or List C documents.

I am scheduled to begin work tomorrow, but I do not have my IDs. What should I do?

Please communicate your issue to your supervisor. Supervisors are aware of the regulation and are encouraged to make arrangements with you for a later start date.

After your first payday, you may access your pay stubs online at Cardinal Human Capital Management (Cardinal HCM).

As a student employee at UMW, you are considered a state of Virginia part-time employee.  You may access your biweekly pay stubs and end of year W-2 on the state database–Cardinal.  Your W-2 is posted electronically no later than January 31^st for the previous year worked. 
 
If you have not already set up an account in Cardinal, please do so.  First, you would need to establish a username and log in.  The username is initially your Employee Identification Number (EIN).  This is not the same as your student ID number.  The EIN is located in the corner when you log into My Time or can be provided in person at the Financial Aid office or over the phone.
 
Here is the Cardinal link once you have obtained your EIN:
 
https://my.cardinal.virginia.gov/

Create a new, permanent password after you log on for the first time.

Keeping your address current is important for the mail distribution of your W-2. Please completely follow the instructions below to update your address:

Submit a Change of Address form with the Registrar’s Office or Visit Cardinal HCM.

Please submit a new direct deposit form to the Office of Financial Aid and mark “Change” on the form. Along with the direct deposit form, include one of the following:

• A voided check, OR
• A screen shot or print out of your account and routing numbers from online banking, OR
• A signature from your bank verifying the account and routing numbers on your form.