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Information for New Hires 

Getting Started
Congratulations! You've got a job! Now what? Please read through the information below to be sure you're on the right track as you get started in your new position. If you have any questions, comments, or concerns as you go through this process, please contact us in the SEO - finseo@georgetown.edu or (202) 687-4187.

Checklist for New On-Campus Student Hires - Georgetown Log-in Required (Revised July 2017)

Checklist for New Off-Campus Federal Work Study Student Hires - Georgetown Log-in Required (Revised July 2017)

Completing Your I-9 Employment Eligibility Verification Form -

Electronic I-9 ProcessIt's Georgetown's policy that the I-9 be completed on or before your first day of work! The I-9 Process has been updated to a two-step process. Once your hire has been completed in GMS, you will be prompeted to complete step 1 in GMS. After completing step 1, you will need to present your acceptable documents at the I-9 office. Please do not delay in completing this step as you will have 3 business days past your start date to complete both steps 1 and 2. Please see below for more information. A failure to complete this process is a violation of federal law.

  • Students should speaStudent employees in most main campus departments and students working through the Off-Campus Federal Work Study Program will complete forms with Georgetown's I-9 office. Times, location, and other information for the I-9 office can be found on the University's Human Resource's I-9 Page.
  • Make sure you have your original documents ready before you go to complete your I-9 - no copies accepted! Please see the complete list of acceptable documentson the Department of Homeland Security's Page.
  • If you've previously completed the form I-9 with Georgetown University, and you're starting another new GU student job, you may need to re-verify with the I-9 office. Questions? email i-9@georgetown.edu or call (202) 687-6869.

Employment of Minors - If you're under 18 at the time you're scheduled to start working, you'll need a DC Work Permit. Your Work Permit must be completed before you work any hours - it's the law! Please view Georgetown University's Human Resources page for policies for obtaining a work permit.. All student employees under the age of 18 are also covered by Georgetown's Protection of Minors Policy. For more information, please see the Protection of Minors Policy homepage.

International students will also need to obtain a Social Security Number (SSN) as part of the new job process. Once a student receives an offer of employment, he or she should work with the hiring department and the Office of International Student and Scholar Services (ISSS) to prepare all necessary documents for the SSN application. For more information for International students working on campus, please see the ISSS On-Campus Employment page.

Note: F-1 students may begin working while their SSN application is being processed, however once a student has received his or her Social Security Card they will need to be sure their SSN is entered in GMS as soon as possible so that their tax records will be complete and correct. Students can contact their supervisor to find the individual in their department who can enter their SSN or they can go to Georgetown's I-9 Office in Healy Hall to have their SSN entered into GMS. This must be done as soon as the Social Security Card is received.

Completing Your Taxes
The maximum tax will be deducted from a your paycheck until exemption or withholding elections are made, so it’s important to elect promptly. Taxes withheld from paychecks can only be recovered by filing an annual tax return and requesting a refund.

Federal Tax Forms

  • You can elect your federal tax status electronically in the Georgetown Management System (GMS). Please see the new student checklists (above) for instructions on getting logged in to GMS and completing your federal tax withholding elections.

State Tax Forms

  • You must complete paper forms to "elect" your state tax status.
  • State tax witholding is driven by the local address you enter on your hire form. If your reported local address is in DC then you should complete a DC exemption or withholding form; if VA then a VA form; if MD then a MD form.
  • You must deliver your completed state tax form to the Georgetown Payroll office located at 2121 Wisconsin Avenue, NW Suite 400.
  • To download a copy of the local state tax forms, see the links below:

International Students

Please see International Student & Scholar Services' Tax Information Page

Timesheets and Payroll
You will need to complete a paper timesheet and submit it to your Manager at the end of each week. The timesheet will then be given to your department’s Timekeeper, who will enter the hours in GMS. Students with multiple jobs at Georgetown must complete a paper timesheet for each job and submit each timesheet to the appropriate manager for each position.

We recommend speaking with your Manager(s) about any department-specific procedures. Timesheets must be submitted on time in order for you to be paid on time!

Student Timesheet for On-Campus Departments - Microsoft Word format (revised March 2015)

Student Timesheet for Off-Campus Federal Work Study Program - PDF, fillable and saveable (revised January 2014)

Payroll Calendar - To see when you will get paid for the hours you've worked, please check the Payroll Calendar

Direct Deposit & Payment Information - SEO strongly recommends signing up for Direct Deposit. It is the best way to get your payment on time, without the worry of cashing a physical check. Please view the Direct Deposit Instructions if you are interested in setting up your account in GMS.

  • Students who have not signed up for direct deposit will have their paychecks mailed to their default address in GMS. It is extremely important to check that your address in GMS is the address you would like your check to be sent to. This will be part of your on-boarding tasks in GMS, however, you may update the address at any time in the system.

Bonus - Be Wise with Your Paycheck
We recommend checking out "¢ommon $ense: Your Money, Your Future" to get the information you need to make informed decisions with your money. They cover budgeting, credit and debt management, loans, investing, taxes, and more! For more about the program, please see the Office of Student Financial Services website.

Student Employment Office3520 Prospect Street, NWCar Barn 304Washington D.C. 20057-1252Phone: (202) 687.4187Fax: (202) 784.4877