Maricopa Community Colleges

Student Workers

Request for Personnel Services (RPS)

State of Arizona Minimum Wage Announcement! (pdf)

MCCCD New Employee Packet Guide

The forms in the new hire packets are to be completed by employees only upon confirmation of hire. They are not to be completed by applicants or potential employees.

Cover Memo to Employees (pdf) - To be retained by Employee
This page may be customized by each campus (logo, etc.) as long as all the information is retained. It explains what each form is for and why it is required. It also lists additional documents that may be required and who employees may contact with questions.

Employee Data Form (pdf) - Retained at campus
If there is a change on a rehire, submit the proper change form i.e. Address/Name change form. The original employee data form is to be retained at the campus for 5 years beyond last date paid.

Employee Demographics Form (pdf) - Retained at campus
This information is to be kept strictly confidential. The original is to be kept by a designated person at each campus.

SIS-FERPA/College Records (pdf) - To be retained by Employee at some time during employment, every Maricopa employee may be exposed to student information. The importance of protecting student information cannot be overstated.

Loyalty Oath (pdf) - Retained at campus
Only citizens and permanent residents of the United States complete this form. It is to be retained at the campus for 5 years beyond last date paid.

W-4 and A-4 FORMS - Forward originals to Payroll

These are the federal and state tax withholding forms. It is critical that these forms be complete and legible in order that the employee's tax records are accurately credited. Please review the forms. Verify the employee's Social Security number. The employee may (1) verbally confirm the number, (2) allow the Social Security card to be seen or (3) provide another document containing the Social Security number. Every year Payroll receives a report from the Social Security Administration that lists at least 100 employees who have submitted either invalid social security numbers, or for whom the names submitted do not match Social Security's records. This can cause a problem for the district as well as for the employees. The district can be liable for a fine for each employee knowingly reported incorrectly. The employees' contributions can be sent to a suspense account and not properly credited to their accounts. It is much easier to get it right the first time.

Wage Withholding for Child Support (pdf) - Forward original to Payroll ONLY for employees who are subject to child-support wage withholding
Employers are required by law to ask all new hires, rehires or employees returning from unpaid leave if they are subject to child support withholding.

I-9 FORM - Retain original at campus.
Do Not include the I-9 Form in the New Employee Packet. Include only the List of Acceptable Documents. The I-9 Form is to be retained by the campus where the employee was initially hired for a period of three years or one year beyond the employee's last date paid by the district, whichever is longer. Employees are not required to complete multiple I-9s when working on multiple campuses.

MCCCD is required by Arizona law to participate in the Dept. of Homeland Security E-Verify program. All new employees will be checked to see if they are eligible to work in the U.S.

Lists of acceptable I-9 documents (pdf)

Maricopa Eligibility Declaration (pdf) - Return to Compensation Department
Please check box or boxes that apply and return to the Compensation Department. When the Eligibility Form is reproduced it must be copied on yellow paper. This will expedite processing.

Non-U.S. Citizen Tax Data Forms

The following forms are to be used only for employees claiming a tax treaty with another country:

Arizona State Retirement System Enrollment and Beneficiary Forms (Not included in this packet)
If you will be working 20 hours or more per week for twenty weeks, then you must enroll in the Arizona State Retirement System and complete Beneficiary information. Once you meet the eligibility requirements, information will be mailed to you with enrollment procedures.

Are student workers exempt from F.I.C.A. (Social Security and Medicare taxes)?

Student FICA (pdf)

Generally speaking, a student is exempt from FICA taxes so long as the student is enrolled and regularly attending classes at that school and the work performed is incident to and for the purpose of pursuing a course of study at the school. "Career employees" are ineligible for FICA exemption.

Anyone who is at least a "half-time" undergraduate student or a "half-time" graduate or professional student (not a career employee) qualifies for the exemption with respect to work performed for an institution of higher education. "Half-time" is defined as 6.0 - 8.9 credit hours per the Student Services Policies & Procedures. The determination of student status should be made by each supervisor at the end of the drop/add period, and may be adjusted later on at the school's option. For payroll periods ending before the end of the drop/add period, student status may be determined based on the number of semester hours being taken at the end of the registration period for that semester.

The exemption does not apply to work performed by anyone who is not enrolled in classes during school breaks of more than five weeks (including summer breaks of more than five weeks).

The exemption applies no matter how much the student is paid, what kind of work is performed, where it is performed, or the number of hours worked so long as the work is incident to and for the purpose of pursuing a course of study at the college.

Payroll must be notified of any changes in status immediately.

Forms Contacts

Payroll

480.731.8457 email

Webmaster

email