Get a job - let's start with paperwork

Here are important things to do if you are a student at Williams who is interested in working:

**Please note that some information has changed due to the COVID-19 pandemic.

Complete Form I-9

Typically, the I-9 must be completed in person. However, due to the continuing restrictions resulting from the COVID-19 pandemic, the process for completing an I-9 has changed. Below are the steps to take, in accordance with the current protocols of the college and the Department of Homeland Security. Please read all information and instructions carefully before beginning to complete the I-9. The I-9 must be completed prior to beginning work.

  1. Print and complete Section 1 of the FORM I-9 . Here are some helpful hints:
  • You may use your home address and your Williams or personal email.
  • Your SSN is optional for the I-9, but we will require one at some point for tax purposes.
  • If you are an international student, you will need to provide additional information in this section, so please read the instructions on the form carefully and contact us if you need assistance.
  • Remember to sign and date (use the date you are completing Section 1)
  • Remember to check the appropriate box indicating whether you needed a translator/interpreter to complete the form (it’s in the shaded area under your signature)
  1. Section 2. Have another adult (must be age 18 or older and a parent is fine) view your original, identification documents and complete Section 2 (acting as an Authorized Representative for Williams). You cannot act as your own Authorized Representative.
  • Below are instructions for the Authorized Representative for two common scenarios (please see the complete list of acceptable documents on page 3 of the FORM I-9 )
  • Resources for copying your indentification document(s)
    • Take a photo(s) with your phone and print them (don’t store these photos on your phone)
    • The library has a scanner that can be used to scan your document(s) and send them to a printer
    • Questions about campus printers can be directed to [email protected]
  • If you do not have identification documents with you, you will have to arrange to have them (or copies of them for remote completion purposes) sent to you if you are already here on campus.
    • If you have the ability to utilize an express or priority service, that is the most secure method and we will receive and be able to process your I-9 faster. Do not send these sensitive documents via email.
  1. Once both Section 1 and 2 are completed please submit the original I-9 form, along with copies (do not send original documents) of the identification document(s) using one of the options below:

Option #1 (preferred option)

  • Submit all documents using Box, a secure, electronic method linked here
  • Do not send these sensitive documents via email.

Option #2 (on campus or living locally)

  • Be sure to enclose your documents in an envelope
  • Mark the envelope: Human Resources, ATTN: Janine
  • Use the secure drop box just outside the main entrance for the Human Resources office, located on Spring Street between Tunnel City and Where’d You Get That
  • Do not send these sensitive documents via email.

Option #3 (on campus)

  • Be sure to enclose your documents in an envelope
  • Address the envelope to: Human Resources, ATTN: Janine
  • Drop documents at the Mail Room in Paresky
  • Please note that campus mail delivery is infrequent and most offices continue to operate remotely
  • Do not send these sensitive documents via email.

Option #4 (least efficient method)

  • Mail to:

Williams College Human Recourses ATTN: Janine

100 Spring Street, Suite 201

Williamstown, MA 01267

  • It is recommended that you use an overnight, trackable service if you opt to use this method
  • Do not send these sensitive documents via email.

Once the campus reopens more fully, you will need to come to the HR Office with the original document(s) so that a staff member here can physically inspect them.

Generally speaking, your I-9 will cover your entire four years at Williams and you will not have to complete another one.

You do not have to have a job first to complete your Form I-9.

Review Tax Forms

Student employment income is considered taxable income and is subject to tax withholding by both the federal and state governments.

When your supervisor hires you into a position through the Human Resources System (our payroll system), you will receive an email with providing you with access to two tax forms, the W4 (federal withholding) and the M4 (state withholding) directly in the Human Resources System. We recommend that you review the forms and make any changes you wish to make within the first couple pay periods, if not before. If you don’t, the forms default as applicable by law and withhold taxes at the highest rate. You may change your tax forms at any time in the system.

If you are an international student, you can complete the M4 in hte Human Resources System. The payroll department will be reaching out to you about an introduction to Sprintax. This is a platform the college uses to support international students with a number of tax related items. You will be able to complete your W4 in that platform.

Please note that we are not permitted to give individual tax advice. If you have questions about how to complete these forms, please check with a parent or other trusted person who can assist you with this.

Direct Deposit

Direct deposit is now required of college employees, including students. Your earnings will automatically be available in your account on payday! You do have to use a U.S. bank for this, but it’s easy to set up an account at a local bank. On top of that, we recently simplified the process for enrolling in direct deposit for payroll.

If you are enrolled in direct deposit for Accounts Payable, your Payroll direct deposit will be created using the same bank information. You can enroll or update your direct deposit at sarah.williams.edu > Self Service > Campus Finances> Manage My Bank Accounts.  

If participation in the direct deposit program represents a challenge for you, please contact us at [email protected]