Hiring Process 
All students MUST be processed through the EBS Portal prior to starting work. This procedure ensures that departments hire students who are eligible to work on campus and/or provides employers with information concerning Work-Study.

• The employing department must submit student hiring forms using the Enterprise Business System (EBS) Portal. 
• Departments should refer to the Job Description Document to determine the correct grade level and job classification. Pay rates are reviewed and approved annually by the MSU Board of Trustees in mid-July.
• An Employment Eligibility Verification (I-9) Form must be completed and on file via the electronic I-9 system.
• Upon approval of the hiring information in the EBS Portal, the student should complete a Federal (W4) Withholding Allowance Certificate and a Michigan (MI-W4) Withholding Allowance Certificate. The forms for U.S. citizens and permanent residents must be completed by using the EBS Portal. International students should go directly to the Payroll Office, 350 Administration Building, to fill out their forms.
• Forms to authorize direct deposit of student payroll checks should also be completed in the EBS Portal. 

• Federal regulations require that an Employment Eligibility Verification (I-9) form be completed within three days of the start of work.  A new I-9 must be completed for any break in service.

• Exposure to Health Risks: If there is exposure to health risks on the job, as identified by the employing department, the employing department must attach a copy of the Exposure to Health Risks Form to the EBS Portal hiring form, and a Health Assessment of the student employee must be done at MSU Occupational Health.
  
  Questions about job exposure risks should be directed to the Environmental Health & Safety.

• Michigan Right-to-Know Law: The Michigan Right-to-Know Law requires that all employees who may be exposed to hazardous chemicals receive chemical safety awareness training. 
  
  • Student employees who are known to be or who could potentially be exposed to hazardous chemicals must be informed of their rights under the law and specific safety procedures necessary to work with these materials.
  • Student employees who are not working with hazardous chemicals or who have a low probability of exposure must also be informed that they may request the same training concerning their rights under the law.
  • Training may be accomplished in the same manner used for other employees: written communications, video presentations, and in-house training.
  • Contact the Environmental Health & Safety for additional information and assistance regarding video presentations and training.
• MSU Drug-Free Workplace Policy: The employing department should inform student employees of the MSU Drug-Free workplace policy.
• Additional Requirements: The employing department should inform student employees of departmental and Student Employment policies and procedures, and the need to notify the employer of accommodation needs if the student wishes to declare a disability.

• In order to ensure adequate internal control, departments employing students should have at least two separate individuals involved in the process. One person should process hiring and enter time in CATS. A second person should approve their time in CATS. 
• Original student time records are to be signed by the student and the appropriate supervisor attesting to the number of hours worked. The student's signature is not required for departments that maintain time worked records via a time clock system.
• In the event that a time record is used in an electronic manner, the use of the msu.edu email address will be required as the signature authority for the transaction.
• The records are to be maintained at least three years at the departmental level.
• Student time sheets are due on a bi-weekly basis and must be turned in EVERY pay period. Students must be paid for ALL hours worked and time cannot be "banked" or "saved" to be paid out at a later date.

Go Back to the Student Employment Manual Index