US Citizen or US Permanent Resident

3/23/20 Update: The procedures outlined on this and subsequent pages were specifically created to allow the continuation of student employment operations while abiding by all guidance related to the University's COVID-19 response. Information contained herein is subject to change as conditions change.

The instructions below are applicable to all US Citizens and US Permanent Residents who are newly hired student employees at BGSU and onboarding during the COVID-19 pandemic.  

Remote Onboarding Policy

As a newly hired student employee, you will be sent onboarding documents via Adobe Sign, these documents must be completed prior to receiving authorization to work. Once you have successfully completed all the paperwork listed below, within three (3)  business days of your work begin date you will be required to report Student Employment Services with originals of acceptable documentation to verify your identity and employment eligibility for Form I-9 completion.

For all forms:

  1. Follow all provided instructions.
  2. Use your full legal name on all forms, as it appears on your identification documents.
  3. Be sure to include your BGSU ID number (note: your employee ID number is your BGSU ID number).
  4. Please use either:
  • local, off-campus address if you live off-campus
  • Your at-home, permanent address if you live on-campus.  Forms completed with an on-campus address will not be accepted.

Please use the following links and instructions for each of the required forms:

USCIS Form I-9 (Employment Eligibility Verification)

About the electronic form: Form I-9 is required by the federal government to verify that you are eligible to work. You must complete your portion of the electronic form prior to meeting with SES to complete your onboarding paperwork. Detailed instructions can be found in each section by clicking on the "Question" icon.

Follow these steps:

  1. Click here to be taken directly to the electronic form. We do not accept the paper form.
  2. On the Welcome Page, enter the 5 digit Employer Code: 21002 and click "Go."
  3. Log-in by entering the text from the picture into the text box and click "Continue."
  4. Fill out Sections 12 and and click "Continue." A message will appear if the system detects mistakes.
  5. Carefully review your information. If any information is incorrect, click "Change Information." Electronically sign your I-9 by selecting the "Check Box" and clicking "Continue."
  6. Review the information in the Employee Summary, and print or email a copy for your records if you choose to do so. To complete the process, you must present acceptable documentation in person to a Student Employment Services representative.

*This process CANNOT be completed without the required documentation.  

Form W-4 (Federal Income Tax)

About the form: The W-4 provides BGSU with information on the correct federal income tax withholding.

You need to:

  1. Fill out the form according to the form instructions.
  2. Print out and sign the form.

Only the section marked “Employee’s Withholding Allowance Certificate” (the bottom portion of page one) needs to be submitted to BGSU.

Ohio State Exemption Certificate (IT4)

About the form: Similar to the federal W-4, the IT4 determines the correct withholding for the State of Ohio and the local school district.

You need to:

  1. Fill out the form according to the “Notice to Employee” instructions. Exemption numbers are generally consistent with those on the W-4.
    • Your local school district is the name of the public school district for the town listed in your address on this form.
    • The name and ID can be found by looking up your address here.
  2.  Print out and sign the form.

Only the certificate portion needs to be submitted to BGSU.

Direct Deposit

About the form: This form provides BGSU with the information required to electronically deposit your pay into your hometown or BGSU bank account.  

You need to:

  1. Fill out according to the instructions at the top of the form.
  2. Print and sign the completed form.
  3. Submit to BGSU with the requested proof of account.
    Proof of account will include: Routing number and Account number, available at the bottom of your personal check OR by contacting your financial institution.

Ohio Public Employees Retirement System (OPERS) Exemption OR Enrollment form

About the forms: As a student working for the university, you have the option to either enroll or exempt participation in the Ohio Public Employees Retirement System.  Please read the information below and complete the form(s) as directed. For more information about OPERS, please visit the OPERS website. 

Please Note: Your exemption is only valid  if you are enrolled for at least 6 credit hours for undergraduate students and/or at least 4 credit hours for graduate students. If at any time you drop below half time status , you will be automatically enrolled into OPERS as required.

You should:

  1. Decide whether you would like to enroll or be exempt from OPERS.
  2. Complete, print and sign the appropriate form below.  To enroll fill out the OPERS Enrollment Form; to be exempt - fill out the OPERS Exemption form.    
    • If you are filling out the form by hand, please be sure that it is 100% correct - OPERS will not accept any forms with corrections or extra markings.

OPERS Exemption
If you do not want to make retirement contributions to OPERS, complete the OPERS Request for Personal Exemption as a Student Form at the link provided.    

OPERS Enrollment
If you choose to enroll, complete the OPERS Personal History Form at the link provided. If you complete this form, 10% of your pay will be deducted and contributed to the retirement system. BGSU will match this contribution with an additional 14%.

SSA Form 1945

About the form: This form is verification of your notification that regardless of your OPERS choice, no withholdings will be made to the Social Security Administration. All students are required to complete the SSA-1945.

You need to:

  1. Complete, print and sign the form.

Acknowledgement of receipt of Auditor of State fraud-reporting system information

About the form: Ohio Revised Code Section 117.103 requires all public employers to notify employees of the methods of reporting fraud, including doing so anonymously. New hires must, within 30 days of hire, verify in writing that they have been advised of the system, and the Auditor of State’s office will verify compliance with the law during regular audits.

You need to:

  1. Complete, print and sign the form.

Verify that you have completed all of the required paperwork using this checklist:

  • Form I-9 completed on (Employment Eligibility Verification)
  • W-4 (Federal Income Tax Withholding)
  • IT-4 (Ohio State Exemption Certificate)
  • Direct Deposit
  • Ohio Public Employees Retirement System (OPERS) Exemption or Enrollment 
  • SSA-1945
  • House Bill 66 - Acknowledgement of receipt of Auditor of State fraud-reporting system information
  • Acceptable identification/employment eligibility documentation

If you have any questions, feel free to contact Student Employment Services at 419.372.2865 or email