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Financial Aid

 

Student Employment

Off-Campus Employer Information and Forms


​Our forms are in Adobe PDF format so you'll need Adobe Reader to view, complete, and print the forms.
  1. Post a position using our Job Board. (NOTE: Posting positions is not required for student hires if you have already selected a candidate.)​
  2. After selecting a candidate, verify that the student has been awarded work-study and is enrolled. The student should have access to their award letter and current schedule. UCD students can access this information via the UCDAccess Portal. If the student does not know how to obtain this information, please feel free to contact the Student Employment Department at (303) 315-1842.
  3. IMPORTANT: Student Employee Background Check Policy

    All student employees are subject to the University's background check policy. For more information, please see the policy statement on the HR website.

  4. As a condition of employment, ALL student employees must consent to a background check using the HR Background Disclosure and Authorization Form (pdf). Students MAY NOT begin working until the check has been completed. Once the check is completed, we will notify you via e-mail and the student(s) can submit the rest of the payroll forms listed below and proceed with the employment process.
  5. Provide the student with all the necessary payroll forms:
Document Special Instructions Where It Goes
Work Authorization Form (WAF) (pdf) Be sure to complete every part of the form and verify that it is signed by both the student (Section 1) and the supervisor (Section 2). If you do not know your organization’s ‘Speed Type’, please consult your copy of the work-study contract or call the Student Employment Office at (303) 315-1842 for further assistance. Fax to 303.315.1835, or have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.
PBS Personal Data Worksheet (xls) Should be as complete as possible. Try to get an on-campus email address if possible as well as phone number(s). Have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105 along with the rest of their packet.
DHS Form I-9 Employment Eligibility Verification (pdf) Have the student complete Section 1 ONLY. Student Employment will complete the rest of the form. Students must bring original documents for verification (usually the Social Security Card and Driver's License or a US Passport).
Have the student hand-deliver with verification documents to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.
IRS Form W-4 Make sure the student chooses either exempt or a number of allowances- they cannot do both. Have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.
PBS Direct Deposit Authorization (xls) Make sure the student has signed the Direct Deposit Form and has provided you with a voided check (or deposit form if using a savings account) with matching information. Have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.
HR Background Disclosure and Authorization Form (pdf) All student employees must consent to a background check as a condition of employment at UCD. Have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.
Social Security Card (SSC) For payroll purposes the Internal Revenue Service require that the social security number and the name of the employee match the number and employee name found on the social security card. The SSC may be part of the I-9 verification process, but is not required to be presented as a condition of employment.
PBS Address Change Form (xls) Have students complete this form when their contact information changes. Fax to (303) 315-1835 or have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.
PBS Emergency Contact Information Sheet (xls) This form records emergency contact information for the student employee. Fax to (303) 315-1835 or have the student hand-deliver to Student Employment in the Financial Aid Office on the Auraria Campus in the AB1 Building, Room 5105.

  • After you've received the completed paperwork packet (WAF, I-9, Direct Deposit Form, Personal Data Worksheet, W-4, Background Check), direct the student to the Student Employment Office, along with an original Social Security card, Driver's License, and a voided check (or deposit slip if direct deposit will go to a savings account). If the student is missing any of these documents, please contact Student Employment at (303) 315-1842 prior to sending the student. The only documents that will be accepted via fax are the WAF, the Background Disclosure and Authorization form, em​ergency Contact, and the Address Change form -- the rest must be originals. Please refrain from faxing documents if the student will be bringing them in personally.
  • Upon receipt and processing of the completed paperwork packet (including in-person I-9 document verification with Student Employment) and a completed background check, Student Employment will email the student's timesheet to his or her supervisor(s). This is the indication that the student can begin working. Supervisors who allow students to begin working before receiving this notification may have the wages charged 100% to the employer's account.
  • Collect timesheets from the student prior to the deadlines listed on the 2014-15 Bi-Weekly Payroll Calendar (pdf). Be sure to verify hours and that the timesheet is signed by both the immediate supervisor and the student. Prior to the payroll deadlines fax the timesheets to the Student Employment Office at (303) 352-3556. Students can also hand-deliver timesheets to our office in the AB1 Building, Room 5105.
  • To change a student's pay rate, or to notify Student Employment of any changes in a student's status (including termination), send an email to studentemployment@ucdenver.edu. For pay rate changes, be sure to include the:
    1. student's name
    2. new wage
    3. effective date

You'll receive a revised time sheet via email once the change has been made.

  1. 2013-14 Student Employment Handbook (pdf)​
  2. Student Employee Job Class Descriptions (pdf)
  3. Student Evaluation Form (pdf)
  4. 2013-14 Work-Study Tracking Spreadsheet (xls)
  5. 2014-15 Bi-Weekly Payroll Calendar (pdf)​
  6. Student Employee Pay Matrix​ (pdf)
  7. Notice of Student Employee Separation

NOTE regarding Student Retirement:

Federal law requires that students must be enrolled for a minimum of 6 credit hours (graduate student minimum 6 credit hours, 3 credit hours for Summer) for the term in which they are employed to be exempt from the Colorado Student Retirement Plan. The only exception to this Federal law is that any student working in the semester/quarter in which they will graduate, are not held to the above UCD students must pay Student Retirement as well -- this includes any students entered into job codes 4301 and 4401.

Please contact Payroll and Benefits Services at (303) 860-4200 for more information about the Student Retirement Program.

Can't find what you're looking for? Ask student employment.

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