Prepare to work: Employment verification and payroll setup

Students who want to work at Augustana should review these requirements as early as possible. Some preparation can begin before you apply for a position. Other steps can only be completed after you accept an employment offer.

International students should begin preparing early. Obtaining a Social Security number and completing the required employment documents may take several weeks.

You may search and apply for student employment positions while preparing, but you may not begin working until Augustana confirms that you are authorized to start.

Start Early

Before applying for student employment:

• Review the employment-verification requirements.
• Locate the original identity and employment-authorization documents you may need.
• Make sure you can bring the original documents to campus.
• Contact Payroll if you have questions about acceptable documents.
• Contact Student Employment if you have questions about the hiring process.
• If you are an international student, begin the Social Security number process as soon as Augustana permits.

International Students: Begin Early

If you are an international student who wants to work on campus, begin preparing as early as possible.

The Social Security number and employment-verification process may take several weeks. You may begin searching and applying for positions while completing these steps, but you must tell a potential supervisor if your authorization to begin working may be delayed.

Requirements for All Student Employees

All student employees must:

• Meet Augustana’s student employment eligibility requirements.
• Accept an offer of student employment.
• Complete paperwork as directed.
• Complete applicable payroll information through Paycor.
• Receive authorization before beginning work.

Where to Complete Employment Verification

Employment verification is completed in person at:

Payroll Office
Second floor, Sorensen Hall

Complete the required steps and gather your original documents before visiting the Payroll Office.

Incoming students may also have opportunities to complete employment-verification requirements during Orientation and Registration. Follow the instructions provided by Augustana.

If you are uncertain about what to bring, contact payroll@augustana.edu before visiting.

Acceptable Original Documents

Federal law requires Augustana to verify each employee’s identity and authorization to work.

Students must present acceptable original, unexpired documents or other documentation specifically permitted under federal Form I-9 requirements.

Photocopies, photographs, scans, screenshots, or documents sent through ordinary email cannot be accepted.

Domestic Students

International students

Set Up Your Paycor Account

Paycor is Augustana’s payroll system.

After Payroll processes your employment-verification information, you will receive an email invitation or instructions for accessing Paycor.

Use Paycor to:

• Complete applicable federal and state tax-withholding information
• Set up or update direct deposit
• Review payroll information
• View and print pay statements
• Complete other required payroll actions

Students should:

• Monitor their Augustana email.
• Follow the official Paycor invitation.
• Avoid creating a separate account before receiving instructions.
• Complete required steps promptly.
• Contact Payroll if the invitation does not arrive.

Set Up Direct Deposit

Student wages are generally paid through direct deposit.

When completing direct deposit in Paycor, you may need:

• Bank or credit union name
• Routing number
• Account number
• Account type
• Other verification information requested by Paycor

A debit-card number is not the same as a bank-account number.

Obtain accurate routing and account information from your financial institution. Review all information carefully before submitting it. Incorrect banking information may delay access to your wages.

Do not send banking information through ordinary email unless Payroll specifically instructs you to use an approved secure process.

Receive Authorization Before Working

You may begin working only after Augustana confirms that you are authorized to start.

Before reporting for your first shift, confirm that:

• Employment verification is complete.
• Required documents have been accepted.
• Applicable international student requirements are complete.
• The hire has been processed.
• Your supervisor has confirmed the actual start date.
• You can access the correct TimesheetX timesheet.
• You understand how to record your hours.
• You know your schedule and work location.

If you have not received confirmation, contact your supervisor or Student Employment before reporting for work.

If Your Requirements Are Incomplete

If employment-verification or payroll requirements are incomplete:

• Your hire may remain pending.
• Your proposed start date may be delayed.
• You may not perform work or training.
• You may not attend required work meetings as an employee.
• TimesheetX access may be unavailable or delayed.
• Payroll processing may be delayed.
• Your supervisor may need to revise the schedule.
• The employment offer may be withdrawn if requirements are not completed within the applicable timeframe.

Respond promptly to requests for missing documents or information.

If you have already performed work before receiving authorization:

• Stop performing additional work.
• Record all hours actually worked.
• Notify your supervisor.
• Contact Student Employment and Payroll immediately.
• Do not omit or move the hours on your timesheet.

All hours actually worked must be reported and paid.

Returning Student Employees

Returning student employees do not need to repeat every employment-verification step.

Common Questions

Do I need to complete employment verification before applying for jobs?

You may search and apply before completing the final employment-verification process.

All students should review the requirements and locate their original documents early. International students should begin the Social Security number process as early as they are eligible.

May I apply for positions while waiting for my Social Security card?

Yes. You may search, apply, and interview while completing the Social Security number process. You may not begin working until Augustana confirms that you are authorized.

May I begin orientation or training while my requirements are incomplete?

No. Orientation, training, required meetings, and job shadowing are work. You must receive authorization first.

Can I email a copy of my identity documents?

Photographs and copies cannot be accepted for in-person Form I-9 verification. Do not email sensitive documents unless Payroll provides an approved process.

When will I receive Paycor access?

You will receive instructions after Payroll processes the applicable employment information. Contact Payroll if you believe you should have received an invitation but have not.

Does Paycor replace TimesheetX?

No. Paycor and TimesheetX serve different purposes.

• TimesheetX is used to record and submit time worked.
• Paycor is used for payroll information, direct deposit, tax withholding, and pay statements.

Questions and Assistance

• For questions about Form I-9 documents, Paycor, direct deposit, or payroll setup, contact payroll@augustana.edu
• For questions about student employment, Augie Works, JobX, TimesheetX, or hiring status, contact 
  studentemployment@augustana.edu
• For questions about Federal Work-Study eligibility, contact financialaid@augustana.edu

International students with questions about immigration status, Social Security number requirements, or employment authorization should contact the Office of International Student and Scholar Services.