E-1S Processing Information

Departments are responsible for ensuring that all students employed by the University (both U.S. citizens and international students) are enrolled at Old Dominion University for the required number of credit hours and that all required forms are completed, approved, and processed by E-1S Processing before a student is authorized to begin work.  University policy requires that all hiring documentation be completed by the hiring department, approved, and processed before a student begins work. 

The E-1S form for graduate assistants must be submitted to the appropriate associate dean with sufficient lead time to allow for processing and transmittal to the E-1S Processing office.

For full information and guidelines, refer to the following links or to the training materials, Employing Students, part of the Certificate in University Financial Management.

• E-1S Processing Criteria, Including Start Dates
  
  Refer to the Payroll schedule for submission deadlines.
  
  
  • For Hourly Wage Students (4025, 4026, 4028, 4029) - currently under revision 
  • For Graduate Assistants (4022/4122 and 4023/4123 only)
    
    
• E-1S Form (Student Employment Data Form) 
  
  The E-1S Form is the hiring document for student workers.  
  
  There are two E-1S forms - the E-1SU for student hourly employees subject to Web Time Entry and stipend student employees (limited use) and the E-1SG for graduate assistants.  
  
  Failure to correctly complete any section of the form or to include any required documentation will result in the E-1SU or E-1SG being returned to your department.  Until corrected paperwork is received, the student is not authorized to work and no payroll record can be created. 
  
  You must adhere to the Payroll schedule for all submission deadlines. 
  
  No FAX or e-mail submissions are accepted.  Original signatures required.
  
  
  Undergraduate Student Employment Data Form for New Hires/Stipends (E-1SU)
  revised July 12, 2012
  The E-1SU is used as the initial hiring form for new hourly student employees subject to Web Time Entry and for all pay action associated with stipend students (4025, 4026, 4028, 4029).  Pay actions for student hourly positions subject to Web Time Entry are done via the EPAF process.  You must adhere to the Payroll schedule for all submission deadlines.
  
  Graduate Student Employment Data Form (E-1SG)  revised June 21, 2011
  The E-1SG is used to hire graduate assistants (4022, 4122, 4023, 4123) and must be submitted for ALL pay actions associated with graduate assistants (original hire, continuation, changes to pay, changes to end date, termination).  You must adhere to the Payroll schedule for all submission deadlines.
  
  
• E1-S Processing News
  
  
• Electronic W-2 - Benefits of Signing Up
  
  
• Employing Students during the Summer
  
  

• Employment Eligibility Verification (I-9) Fact Sheet
  

• EPAFS
  

• General Hiring Information for Student Employees
  
  
• Information and Frequently Asked Questions about the Student Wage Scale Revisions
  
  
• Payroll Schedules
  
  
• Policy Reminders About Employing Students
  
  
• Student Wage Scale Effective July 16, 2009