New Hire Forms

Student Assistant New Hire

Welcome to the UH Campus Services ʻohana! Please complete the new hire forms listed below. All forms are form fillable or completed on a website. Complete forms, print, sign (if applicable), and return to your Supervisor. Return all forms together in one packet with the Student New Hire Checklist on top.

Forms to Complete

Student New Hire ChecklistStudent New Hire Checklist
Obtain Supervisor’s signature on New Hire Checklist. Click on the links to review important policy information. Print, sign, and return with other new hire forms.
Personnel RecordPersonnel Record
Current information needed for records. If any future changes, complete another form.
Agreement to keep personal information confidential. Form not needed if able to complete online using ACER Login (see below for instructions)
FICA Exemption QuestionnaireFICA Exemption Questionnaire
Determines eligibility for FICA tax exemption. Complete for the current semester at time of hire. Please see detailed InstructionsFICA Tax Exemption Instructions.
PTS Deferred Compensation Enrollment FormPTS Deferred Compensation Enrollment Form
Complete this form if employed May-August and not attending both summer sessions. Form not needed for new hires September-April. Enrollment in the Part-time, Temporary and Seasonal/Casual (PTS) Deferred Compensation plan is required, in lieu of FICA tax. Enrollment takes place when student is employed but not attending summer session. (Note: Not applicable if on F-1, J-1, M-1, or Q-1 visa).
UHM PUBLIC SAFETY STUDENTS ONLYUHM Public Safety Students Only
Criminal History Record Clearance (For students not employed with UHM Public Safety, this form is not needed).

Forms that Require Action

Acknowledgement and Certifications website (ACER)
  1. Login to ACERLogin to ACER
    This website is used to review and acknowledge important information related to your employment. After login, click “View ACER List”.
  2. Confidentiality Notice
    Click on the link to “University of Hawaiʻi General Confidentiality Notice”. Then read and click “Acknowledge”.
  3. PT & Temp Medical and Drug Plan
    Click on the link to “Part-time and Temporary Medical and Drug Plan”. Then read and click “Acknowledge”.
Multi-Factor Authentication (MFA)
All UH employees are required to set up their Multi-Factor Authentication login prior to enrolling in direct deposit. Please set up your MFA by going to this website.
Important Payroll Requirements
  1. Login to Hawaii Information Portal (HIP)Login to Hawaii Information Portal (HIP)
    The Hawaiʻi Information Portal is used to enroll in direct deposit, review/update tax withholdings, and designate beneficiaries. You can also review your direct deposit pay statements from here.
  2. Direct Deposit

    Done on your first day of work.

    State law requires that paychecks be deposited to the employee’s checking or savings account. Your MFA is required when you enroll in the state’s new modern payroll system called Hawaii Information Portal (HIP).

    For more information about HIP and what you need to do to ensure your direct deposit is properly set up, see the Student Employment websiteStudent Employment Website.

    Pay statement copies will also be available through the UH Pay Statements siteUH Pay Statements site

  3. Tax Forms (Federal & State)

    Go to HIP Employee Self Service (ESS)HIP Employee Self Service (ESS) to input and review their federal and state withholdings. If no action is taken, their tax status for state and federal will default to “0/Single.”

    The Federal W-4 formFederal W-4 form and State HW-4 formState HW-4 form may be completed to assist with calculating tax withholding. Keep this form for your records.

  4. I-9, Employment Eligibility Verification FormI-9, Employment Eligibility Verification Form

    Contact the Student Employment Office at careers@hawaii.edumail to: careers@hawaii.edu or through their Chat feature at http://manoa.hawaii.edu/careercenter/http://manoa.hawaii.edu/careercenter/ for information and instructions.

  5. Multi-Job MemoMulti-Job Memo

    If you have another Student Assistant position, complete the Multiple Job Memo. This will need to be completed and signed by both supervisors. Include the memo with your new hire forms.

  6. FWS Policies FormFWS Policies Form

    If you have Federal Work Study financial aid, then read, print, & sign this form. Give to Supervisor for signature, and include a copy with new hire forms. Send original to Mānoa Career Center.

Reference Information

PTS Deferred Compensation Retirement Plan – Employee Information BookletPTS Deferred Compensation Retirement Plan – Employee Information Booklet
Information about the PTS Deferred Compensation Retirement Plan.
Affordable Care Act NoticeAffordable Care Act Notice
Information about the federal Patient Protection and Affordable Care Act (ACA) and employee health insurance coverage options through the Health Insurance Marketplace.

Important Policy Information

Read each policy and acknowledge by signing Student New Hire Checklist:

Bookstore Employee ManualBookstore Employee Manual
For Bookstore employees.
Drug-Free WorkplaceDrug-Free Workplace
Notice about Drug-Free workplace and substance abuse awareness.
EEO Policies: Nondiscrimination, Sexual Harassment & Related PoliciesEEO Policies: Nondiscrimination, Sexual Harassment and Related Policies
Notification on the University’s nondiscrimination, sexual harassment, and other important EEO policies.
Smoke-Free WorkplaceSmoke-Free Workplace
Notice about tobacco products and Smoke-Free Workplace
Workplace Non-Violence Policy and ProceduresWorkplace Non-Violence POlicy and Procedures
Notice about the University Workplace Non-violence policy and procedures.