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Student Employee Federal Eligibility and Federal and State Tax Forms

International students should review Bowdoin's requirements for international student employment eligibility. The information included below does not apply, in general, to international students.

In order to be hired as a student employee and receive pay through Bowdoin Student Payroll, students need to complete the following steps. You may not begin working until step 3 is complete.

If you have not worked on campus previously:
  1. Complete a Federal I-9 employment eligibility form and State and Federal W-4 tax forms (instructions below) in person at the Student Employment Office (Gustafson House) or with another authorized member of Bowdoin’s staff. Students need to complete this paperwork only once during their enrollment at Bowdoin. Thus, students who have worked on campus previously do not need to complete forms again.
  2. Contact your supervisor, noting that you have completed the paperwork.
  3. Receive notification from their supervisor that you have been hired via the Student Employment website. Students must be hired into each position where they are employed on campus every academic year and summer.
  4. Begin working and log your hours worked in TimePro.
If you have worked on campus previously:
  1. You do not need to complete the I-9 and W-4s again; however, you may complete new W4 forms if you want to adjust your withholding.
  2. Contact your supervisor, noting that you have completed the paperwork. Supervisors can verify that your paperwork is complete at our student list checker.
  3. Receive notification from their supervisor that you have been hired via the Student Employment website. Students must be hired into each position where they are employed on campus every academic year and summer (i.e. if you've worked in a department in a previous year, you must be rehired at the start of your employment in the next academic year or summer).
  4. Begin working and log your hours worked in TimePro.
Please note that students who have not yet been hired via the SEO website may not begin working. (Supervisors with questions about this policy may call the SEO at x3386.) Following this rule assures that Bowdoin is in compliance with Federal employment law.

Completing the I-9 and W-4s
The I-9 form: The I-9 verifies both your identity and your eligibility for employment, and Federal law requires that it must be completed. 
To complete the I-9, new student employees must present, in person, identification documents to an authorized representative of the College*. The list of acceptable documents can be found on the last page of the form. The form and more information is found at the following link:
http://www.uscis.gov/files/form/i-9.pdf (PDF)

Please complete section 1 only. The College administrator* must complete section 2 in order to verify that he or she has seen the necessary identifying materials (again, see page 5 of the PDF). 

Depending on which form of identification you choose to present, you may need one or two documents. Some of the most common forms of identification used by students are an original passport,  OR a social security card,  OR a government certified copy of a birth certificate. Photocopies, scans, faxes or any reproduction are not acceptable (unless you provide the certified copy of the birth certificate).  For a complete list of acceptable documents and instructions, see the link above.

We can not accept copies, faxes, or any reproduced identification materials or documents.

*College administrators authorized to complete and verify I-9 forms include members of the staffs of the Student Employment, Student Aid, and Human Resources Offices, Debbie Miller (Athletics), Tricia Gipson (Dining Services), Helen Hill (Library), and Bonny Labonte (Center for Teaching and Learning).

The W-4 form, which determines the amount of federal income tax deducted from your paycheck, must also be completed before you are put on the payroll. Please use your legal address, be sure to complete sections 1-7, and remember to sign and date the form.
The W-4ME form, which determines the amount of Maine state income tax deducted from your paycheck should also be completed in a similar manner.

Links to the Federal and State W-4 tax forms can be found at Bowdoin's Payroll department website.
All student-employees must complete a Federal and Maine state W-4 form. Your employer can not hire you, nor can you begin working, until these forms are complete and on file at Human Resources.

We can answer general questions about the W-4, but we can not provide specific tax advice. If you are concerned about how withholdings change your net pay, there are many online calculators that can help you estimate the impact of withholdings and hourly rate changes on your net pay. We recommend the hourly paycheck calculator at Paycheckcity.com. Please see this image for help on completing the calculator fields.

Once these forms are filed with the appropriate office and processed by HR, the student can then be hired by an on-campus employer. After the student is hired, the student can then begin working. Students need to complete this paperwork only once during their time at Bowdoin; however, a student does need to be hired into each position via the Student Employment website.

Additional Forms and Notes
Direct Deposit
A direct deposit form, which indicates that you would like to have your paychecks deposited directly into your bank account (checking or savings), may also be submitted. If you would like to be paid by this method, please bring a voided check or deposit slip with you when you come to the SEO with your completed form.  (Please note that you will receive at least one paper check following the completion of the form; It generally takes two pay periods to establish this method.)
Guidance for Paying Taxes, Getting a Refund, and Filing Returns
Filing a Tax Return: Have you asked, "Do I need to file a tax return?" The IRS website has a questionnaire to help you answer that question. Students should file a tax return in order to obtain a tax refund. Information about Federal income tax returns for students can be found on the IRS website. Maine state forms can be found on the Maine Revenue Services website.

Have you misplaced your W-2? The Controller's Office is pleased to offer a quick and easy way to access your W-2 information online. SeeMyW2 can be accessed via the Payroll website. Using this application, you can print and/or download your W-2 information directly into either Turbo Tax or Complete Tax.

Prior to accessing your W-2, you must register as a user in SeeMyW2 by following the instructions located on the Payroll website. Once registered, you can log into SeeMyW2 and retrieve your form. Be sure to collect it from the printer, log out and close your computer browser when you are finished to protect your personal information.

If you are interested in downloading your W-2 information directly into either Turbo Tax or Complete Tax, these applications will give you the option to retrieve this information electronically. Please keep in mind that you will need to enter your SeeMyW2 user ID and password during this process.

GOOD LUCK and happy tax filing!