Domestic GA Paperwork

US Citizen with a Graduate Assistantship contract

In order to minimize the amount of time you need to spend in our office, directions and links to all of the forms are provided below. Each is available as an electronic form, so please either fill the form out electronically and then print, or print each form and fill it out by hand. Bring all of the forms and your supporting documents to Student Employment Services:

Student Employment Services
225 Bowen Thompson Student Union
Monday – Friday, 8am – 5pm

You must turn these forms in in-person so that an SES staff member can verify the IDs for your I-9 (this is a federal requirement). Scanned/faxed forms cannot be accepted.

Please be aware that you cannot begin working until we have all of your documents completed. If your paperwork is not completed and turned in by the first date of your contract, your paycheck may be delayed and your work schedule impacted.

For all forms:

  1. Be sure to fill out at least the highlighted portion.
  2. Use your full legal name.
  3. Be sure to include your BGSU ID.
  4. Please your local (most likely Bowling Green) address.

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

Completing your Electronic I-9 Employment Eligibility Form

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 coming into SES to submit the remaining 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 - effective immediately, we are no longer accepting paper forms.
  2. On the Welcome Page, enter the 5 digit Employer Code: 21002 and click "Go".
  3. Login by entering the text from the picture into the text box and click "Continue".
  4. Fill out Sections 1, 2 and 3 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. You print or email a copy for your records. *Review a list of the documents you will be asked to provide when you come to 225 Bowen-Thompson Student Union and close your browser.  The remainder of the I-9 will be completed by a representative from SES.

*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 withholding for federal income tax from your paycheck.

You need to:

  1. Fill out the form according to the form instructions.
    • For field 5, most undergraduate students will choose either 1 exemption (if their parents are no longer claiming them) or 0 exemptions (if their parents are still claiming them).
  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 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 in your home town.
    • 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 bank account. All students must enroll in Direct Deposit at BGSU.

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. Our exemption is only valid  if you stay enrolled in 4 or more credit hours for graduate and 6 or more credit hours for undergraduate  and  if, at any time, you drop below half time status , you will be automatically enrolled to meet OPERS requirements. Please read the information below and complete either an OPERS enrollment or an OPERS exemption form. For more information about OPERS, please visit the OPERS website. 

You need to:

  1. Decide whether you would like to enroll or be exempt from OPERS.
  2. Complete, print and sign the appropriate form below.     
    • 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.

Note that SES can only accept one of these forms.

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

OPERS Enrollment
If you choose to enroll, complete the OPERS Personal History Form located at the link provided above. 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%.

If you have been enrolled with State Teachers Retirement System (STRS) with a previous employer, AND will have a teaching assistantship at BGSU, you are eligible to continue paying into STRS.  Please complete the STRS enrollment form available here. For questions about STRS eligibility, contact Payroll at 419.372.2201.

SSA Form 1945

About the form: This notification advises 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 printed and completed all of the required paperwork using this checklist:
  • I-9 Employment Eligibility
  • W-4
  • Ohio State Exemption Certificate (IT4)
  • Direct Deposit
  • Ohio Public Employees Retirement System (OPERS) Exemption or Enrollment 
  • SSA- 1945
  • Acknowledgement of receipt of Auditor of State fraud-reporting system information

If you have any questions, feel free to contact Student Employment Services at 419.372.2865 or email stuemp@bgsu.edu.