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Student Forms
The forms required of student employees by the Work-Study Office are listed below. Blank forms can either be downloaded from this page, or can be obtained directly from the Office of Work-Study. (You will need Adobe Acrobat Reader in order to view and print the following documents. This free software is available for download from the Adobe website.)PLEASE NOTE: NU students without a Federal Work-Study award listed on their Financial Aid Award Notice may NOT use these forms.
1) Federal Work-Study Authorization Form
In order to be authorized for Federal Work-Study, a student MUST be enrolled at NU and have a Federal Work-Study award listed on his/her Financial Aid Award Notice for the current academic year. Students can view their award notices online via CAESAR.
Students must complete the entire student section of the Authorization Form, including their Federal Work-Study award limit. This information is found on the Financial Aid Award Notice or on CAESAR. The NU ID number can also be found on the award notice, or on the student's Wildcard. Students must remember to sign and date the Student Certification at the bottom of the form.
Once the student section is completed, the student must have his/her employer complete the supervisor's section of the form and sign and date the Supervisor Certification.
It is the student's responsibility to return the completed Authorization Form to the Work-Study Office. The form must be completed by the student's employer and returned to the Work-Study Office in order to be authorized.
Without this completed form on file with the Work-Study Office, a student's paycheck can be held by the Payroll Office.
First-time hires (students who have never been paid through the NU Payroll system before) are required to fill out the following five forms and return them to the department where they will be working. Returning students only need to complete the Personal Data Form with their department in order to be rehired into the ETES System:
Personal Data form - Federal W-4 form
- Illinois State W-4 form
- I-9 (Employment Eligibility form)
- Direct Deposit form
Without these forms on file the student employee cannot receive a paycheck.
Direct Deposit is now required by Payroll. The student's paycheck is automatically deposited into their personal checking or savings account, providing instant access to money as of 6 AM each pay date. The bank does not need to be local. The form must be completed with original bank documents attached (a voided personal check or bank statement) and returned in person to the Payroll Office at 720 University Place; faxed or email copies are not accepted. The form can also be completed online on the Human Resources self-service website.
Northwestern has changed to the Electronic Time Entry System or ETES. Work-Study students with a NETID and password can now enter their work hours on an electronic time sheet, replacing the paper system. ETES access is restricted. For more information, visit the Human Resources Information Systems (HRIS) or Virtual Privacy Network (VPN) Web sites.
5) Work-Study Award Tracking Sheet
Students who have already begun working may use this worksheet to keep track of their Federal Work-Study earnings in order to ensure that they stay within the limits of their allotted award amount.
To use the worksheet, the student should begin by writing in the total amount of his/her Work-Study award on the total award line. (This amount can be found either on the student's Financial Aid Award Notice or by logging into CAESAR.) When the first paycheck is received, the gross (pre-tax) amount of the check should be recorded in the gross pay column for the appropriate pay date. The remaining award amount can then be calculated by subtracting the gross pay from the total award. Each subsequent paycheck should be recorded in the same manner, subtracting the gross pay from the remaining award balance of the previous pay period to determine the current amount left to earn.
It is the student's responsibility to monitor his or her Federal Work-Study Award.
Work-Study eligible students are automatically granted authorization for one job. Students who wish to work a second work-study job must request it in writing by completing a Request for Two Jobs Form and filing it in the Work-Study Office. The student must list a reason for wanting a second job and know the schedule and hourly rate of both jobs, keeping in mind that:
- The student must not exceed the award limit working both jobs.
- The student must not work more than 15 hours/week for both jobs combined.
Completed forms may be faxed, mailed or emailed to the address below. If approved, a second authorization form must be on file with the Work-Study Office.
Download Request for Two Jobs Form
For a detailed explanation of termination procedures please see Termination. If a student or employer wishes to terminate a position this form must be completed and returned to the Work-Study Office along with any appropriate attachments.
Any questions should be directed to the Work-Study Office, 1801 Hinman Ave., 491-7574. Or contact Anne Horne, Coordinator, a-horne@northwestern.edu.