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 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 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 Questionnaire |
| Determines eligibility for FICA tax exemption. Complete for the current semester at time of hire. Please see detailed Instructions. |
| PTS 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 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)
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- Login to ACER
This website is used to review and acknowledge important information related to your employment. After login, click “View ACER List”.
- Confidentiality Notice
Click on the link to “University of Hawaiʻi General Confidentiality Notice”. Then read and click “Acknowledge”.
- PT & Temp Medical and Drug Plan
Click on the link to “Part-time and Temporary Medical and Drug Plan”. Then read and click “Acknowledge”.
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Multi-Factor Authentication (MFA)
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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.
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Important Payroll Requirements
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- 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.
- 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 website.
Pay statement copies will also be available through the UH Pay Statements site
- Tax Forms (Federal & State)
Go to 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 form and State HW-4 form may be completed to assist with calculating tax withholding. Keep this form for your records.
- I-9, Employment Eligibility Verification Form
Contact the Student Employment Office at careers@hawaii.edu or through their Chat feature at http://manoa.hawaii.edu/careercenter/ for information and instructions.
- Multi-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.
- FWS 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.
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Reference Information
Important Policy Information
Read each policy and acknowledge by signing Student New Hire Checklist:
