Once a student has submitted an application online and has been hired for a position, the student will receive an email invitation from the Human Resources department to visit our website to complete and submit new employee paperwork. Please note that all new student employees will still need to visit the Human Resources department on or before their first date of employment with the acceptable documentation as outlined in Form I9 to confirm their eligibility for employment. New student employees who have not completed this step will not be processed for payroll purposes.
The University requires the following one-time, online completion of paperwork for the processing of a student employee:
Worker’s Compensation Information
The workers’ compensation law provides wage loss and medical benefits to employees who cannot work, or who need medical care, because of a work-related injury.
Worker’s Compensation Employee Notification
Informs you of your rights and responsibilities as a University employee.
This form must be completed with your permanent home address so that the University can withhold the correct federal income tax from your pay. If you claimed exempt, you must resubmit a tax form each year in January. International students must use a local address. Please note that the Human Resources department does not provide tax advice. Please consult with a parent/guardian and/or tax advisor if you have questions about completing this form.
Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. Both employees and employers (or authorized representatives of the employer) must complete the form. On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization. The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. The list of acceptable documents can be found on the last page of the form.
Direct Deposit is available for students’ paychecks and is strongly encouraged. It is the fastest, most efficient method of receiving pay. The Payroll Office will not mail pay checks to students. Direct Deposit forms are available on the Payroll Office website. Students who currently have their pay deposited into their bank account will be able to view their pay statement in MyNova. All changes to bank account information must be submitted to the Payroll Office immediately to avoid any delay in pay.
Pennsylvania Local Residency Certification Form
This form is required for all Villanova employees regardless of state residency and used by employers and/or taxpayers to report essential information for the collection and distribution of Local Earned Income Taxes. This form must be utilized by employers when a new employee is hired or when a current employee notifies employer of a name and/or address change.
Maryland, New Jersey, & Virginia Resident Tax form (for employees who reside in these states only)
Once we have received all of your completed new employee paperwork online and you have visited the Human Resources department with original identification as required to complete Form I-9, you will receive an email within 2 days after visiting the Human Resources department that you are now approved to begin working. If you have not received this information, please check your spam folder before contacting the Human Resources department. You may not begin working until after you receive approval from Human Resources. There will be no exceptions to this policy.