FUNDING

SGA - How to Access Your Money


2.9.1 New Hire Form Packet


The New Hire Packet consists of several forms that you will need to complete:


  • 1. The New Hire Form (Yellow cover sheet)
  • 2. The Department of Homeland Security Employment Eligibility Verification Form (I-9)
  • 3. The UC's Employee's Federal - State Withholding Allowance Certification (W-4/DE 4)
  • 4. The Statement Concerning Your Employment in a University Position Not Covered By Social Security (URIS 419)
  • 5. The ASUCLA's Privacy Policy Notification Form
  • 6. The ASUCLA's Employee Discount Policy Notice
  • 7. The Acknowledgement of Student Employment Conditions

This packet is available to you in the SGA office, 332 Kerckhoff Hall. Student Staff members are available for your assistance.


Detailed Explanation of the Forms:


  • 1. The New Hire Form (Yellow cover sheet)
    • - This New Hire Form asks for your basic information (Student ID, Name, Address, Phone number, Birthday, SSN, Email) and your Stipend Information.

  • 2. The Department of Homeland Security Employment Eligibility Verification Form (I-9)
    • - This Form ensures that you are eligible for employment with ASUCLA and thus eligible to receive a stipend. You only fill out Section 1, making sure to sign and date.
    • - When you submit your New Hire Form packet for processing, you must also bring an approved proof of identification. A list on the back of the form dictates what is acceptable. If you decide to bring one of the documents in List A, that is all you need. Otherwise you need one item from List B AND one item from List C.
      • - For instance, you can bring in your US passport which is listed in List A.
      • - If you do not have a passport, you can bring in your Driver's License AND your Social Security Card.

  • 3. The UC Employee's Federal - State Withholding Allowance Certification (W-4/DE 4)
    • - This form tells Payroll what your withholdings for taxes should be. This form directly impacts your stipend check and your tax return. If you can be claimed as a dependent by your parents, you cannot claim yourself and would most likely put a "0" in number of allowances.

  • 4. The Statement Concerning Your Employment in a University Position Not Covered By Social Security (URIS 419)
    • - This statement states your acknowledgement that your position is not covered by social security.

  • 5. The ASUCLA's Privacy Policy Notification Form
    • - This form has two parts: the Use of Personal Automobile for ASUCLA, and the Privacy Notice.
    • - The Use of the Personal Automobile for ASUCLA, states that you have a minimum of public liability insurance and that if you get into an accident, ASUCLA does not provide insurance or coverage and your own insurance carrier is responsible for damages.
    • - If you do not have the minimum insurance coverage, do not use your car for ASUCLA purposes.
    • - The Privacy Notice gives you the terms for which your information will be used and disclosed.

  • 6. The ASUCLA's Employee Discount Policy Notice
    • - As an employee of GSA, you are eligible to receive the ASUCLA employee discount. A list of the merchandise and services that your discount DOES NOT apply towards is given and the circumstances that you may use your discount privilege.

  • 7. The Acknowledgement of Student Employment Conditions
    • - ASUCLA's employee handbook is your responsibility to read and adhere to the policies within. The handbook is online at http://www.asucla.ucla.edu → Employment → Policies → Student Employees.
    • - The UCLA Environmental Health and Safety Handbook for employees is also your responsibility to read and adhere to the policies within. This handbook is available at http://www.ehs.ucla.edu → Downloadable resources → EH&S Employee Handbook.
    • - If you violate any of the policies, you will be subject to corrective action up to and including immediate dismissal.

Go Back to the SGA Handbook Table of Contents