New Student Employee Information

Before you begin your new student job at the E-Center, you'll need to complete required CU employment paperwork.

If you have any questions about employment forms, time sheets, pay, or your job – or if you ever need any other help in navigating your work at the E-Center, or if you just have questions about CU, please ask! 

Your Payroll Liaison at the Environmental Center is Dana Kelly who works in the office at the desk closest to the Environmental Center entrance, in UMC room 355.  You can reach Dana online at dkelly@colorado.edu weekdays during business hours 9 am – 5 pm, or call the Environmental Center at 303-492-8308.

Student Staff Handbook

The Environmental Center has compiled staff attendance and performance expectations, learning outcomes, and information pertaining to your employment in a Staff Handbook.  Your supervisor will review this information directly with you, it will be shared each fall with our staff list as a whole, and you are encouraged to read through on your own.

Read the handbook here

Complete These Steps First

Step 1

 Complete the CU New Hire Personal Information Form

  • If you have never been employed on a University of Colorado campus, click on the link "Complete the Personal Information Form" at the bottom of the CU Human Resources Website.
  • If you have received a CU paycheck for work, do not complete this form.  Instead, indicate that you've been employed before on the Environmental Center Docusign form you complete (next step).

Step 2

Respond to these emails

1. Docusign - an online secure form for Environmental Center employment

  • Indicate if you have worked on campus before, if you have a financial work-study award, and provide information such as preferred name, pronouns, and anticipated graduation date.

2. Intuit Quickbooks Time - an email with an invite link you'll need to log in to the Environmental Center's online time tracking system

  • Click on the Intuit Quickbooks Time link in the invite email, and create a password for the timesheet system.

Step 3

Complete the I-9 Form for first-time University of Colorado employment

  1. I-9 Section 1 online
    • If this is your first job with CU Boulder, you'll  complete a required I-9 form and show identity and eligibility documents (If you've worked previously with CU Boulder and already completed an I-9 form with CU in the last 3 years, you will not do this form again.)  HireRight, a vendor who works with CU, will send you an E-Verify invite email on behalf of the University of Colorado. This email usually takes a few days to receive, as it's initiated by the CU Human Resources office after we notify them of your hire.
    • When you get receive the email, click on the link and complete Section 1 of the online I-9 Form. 
    • If you want, you can take care of your I-9 form without waiting for the email.  You can go directly to one of the campus I-9 offices with your identity and work eligibility documents (see below) and let them know you've been hired but haven't yet received the HireRight email. They can help you complete both sections 1 and 2 in the I-9 office.
  2. I-9 Section 2 in person
    • After completing Section 1 online (or if you haven't received the HireRight email and want to move ahead to this section) you'll complete section 2 of the I-9 form by visiting the campus I-9 office in person to show identity and work eligibility documents.
    • Gather original unexpired documents that meet identity and eligibility requirements List of Acceptable Documents
      • If you do not have original documents in your possession in Boulder, you will need to get those sent to you to complete this employment requirement. Please let Office Manager Dana Kelly or your supervisor know if this is the case.
      • Visit the campus I-9 office to show your documents
        • There is a main campus I-9 office located in Regent Administrative Office, and an office located in the Administrative & Research Center building on east campus.  Office hours vary by time of the year.  See the campus I-9 page for location addresses and hours.

 

 

Previously Employed at CU?

If you have previously been hired for a job at CU, your paperwork is much easier! 

  • If you already completed an I-9 form with CU Boulder and have actively worked with CU in the previous three years, you don't have to do it again now.
  • You also do not need to complete the online New Hire Information form on the HR website.
  • You will complete a DocuSign E-Center new employment form (watch your email) and indicate you've worked on campus before.
  • You'll set up a Quickbooks Time/TSheets account to track your work on an electronic timesheet (this timesheet system is different from what's used in most campus departments).
  • Double-check your access to the MyCUinfo employee portal.  Review the steps above to check your current address, direct deposit, and W4 info.

Next Steps

About a week after completing the online employee forms:

After the campus HR office receives your New Hire Personal Information form they will set you up in the payroll system.  It usually takes about a week, depending on the time of year.  At that time, you will be given access with your identikey to the CU online employee portal  MyCUinfo.colorado.edu.  

  • If you cannot access the portal with your identikey login more than two weeks after completing your online forms, contact Dana at 303-492-8308 or dkelly@colorado.edu.

 

 

When you have access to MyCUinfo

Check your mailing address
  • Log into MyCUinfo.colorado.edu and navigate to "My Info and Pay"
    • If you don't see "My Info", click on the CU Resources Home dropdown at the top of the page, or click on the 3 parallel lines at the top or on the side of the window to expand the menu. After you click on CU Resources, then you should be able to click on My Info and Pay.
  • Click on "My Info" to see your addresses.
    • You can update addresses right there if needed by clicking on the address.
Set up Direct Deposit
  1. Log into MyCUinfo.colorado.edu and navigate to "My Info and Pay"
    • If you don't see "My Info", click on the CU Resources Home dropdown, or click on the 3 parallel lines at the top or on the side of the window to expand the menu. After you click on CU Resources, then you should be able to click on My Info and Pay.
  2. Click on the "Paycheck" tile.
  3. Click on the  "Direct Deposit" link.
    • Note: this section of the Portal has a security feature that prompts you to verify your identity through a phone authentication method, to protect you from fraud.
  4. You will need to enter your bank's routing number and the account number of your checking or savings account.
  5. Choose Deposit Type (amount or percent).
    • This allows you to split deposits between more than one account if desired.
    • If you choose percent, all deposit types must total 100%.
    • If you choose amount, choose a set amount to go into one account, and then the balance to the other account.
    • Or choose Balance of Net pay for the entire amount of your check to go into one account.
    • Deposit order shows which account you want pay to go to first; if you have only one account set for direct deposit, type 1.

CU has created Step-by-Step Direct Deposit instructions for more information.

Complete the online W4 tax form
  • International Students see International Students Work Information instead
  • IRS Form W-4 (Employee's Withholding Allowance Certificate) is required of all employees, and determines the amount of federal and state income tax withholding deducted from an employee's pay check.
  • Some students claim "exemption from witholding" using this form, if they will not earn enough in a year to have to pay income taxes.
  • Click on "My Info and Pay" tile in the MyCUinfo employee portal
  • Click on the W4 link, then click on W-4 Tax Information.

 

Quickbooks Time/ T-Sheets Online Timesheets

To log in for the first time, you must click on the link in the invite email you receive from Intuit Quickbooks Time - it's emailed at your time of hire along with other hiring forms (Request another invite if needed from dana.kelly@colorado.edu).  After you've signed in using the invite link, and created a password, you're ready to start using Quickbooks Time/ TSheets

 

Use Quickbooks Time/ TSheets
  • Bookmark tsheets.intuit.com to use the timesheet in a computer browser.
  • You also have the option to download the Quickbooks Workforce app for Android from Google Play or for iPhone from the App Store.
  • ECenter students will login and use the “Time Entries” or “Time Clock” features to record hours.
    • Your login is usually your colorado.edu email address (or the email address you used in your employment application)
    • Clock in and out in real time using the phone app or on the website, or add your shifts later before the end of the work period
    • You’ll choose “Programs” to indicate what program you worked with, for example:  Green Labs, or Zero Waste > Outreach,  or Transportation > Bike Station
  • Recycling Operations Center (ROC) and Bike Station Staff have a TSheets Kiosk on the recycling facility computer and bike station iPads, to quickly clock in & out.
    • You will create a 4 digit pin the first time you log in on a Kiosk.
Submit your time every two weeks

At the end of each two-week work period, you will receive an email reminder to Submit your time sheet. 

  • Log in to TSheets and choose “Submit Time” from the main menu.
  • After your hours are submitted, your supervisor will “Approve” your time, and it will be ready to pay on the next pay day!
Need to make edits to your recorded times?
  • You can review and edit any of your time entries before you submit your hours – in the Time Entries menu online (edits not available directly on kiosks – you’ll have to log in on a separate browser).
  • After your time sheet has been submitted, only your manager or Dana can make any edits or changes  – just email one of them about what needs to be updated, or ask them to unlock your timesheet to make edits.

International Students Work Information

First, it is important to confirm that your student visa allows employment.  Read more at the International Student and Scholar Services website. The Environmental Center is considered On-Campus Employment

 

If this is your first job with the University of Colorado, you will need to apply for a Social Security Number (SSN) in order to be paid.
  • Tips for initial employment forms:
    • Completing the online E-Verify I-9 form without an SSN
      • Under "Citizen Status" you will need to select the box "An alien authorized to work..."
      • This will allow you to leave the U.S. Social Security Number box blank
    • For the Docusign Environmental Center New Student Employee Form
      • in the Social Security Number box, if you do not have an SSN yet you can type in 000-00-0000
Offer Letter
  • Request an Employment Offer Letter from Environmental Center Office Manager Dana Kelly.
  • The letter will need to be signed by your direct supervisor.  Dana will let you know when the letter is signed and ready for you to pick up from the Environmental Center, UMC room 355.
  • You willl need to take that original Offer Letter to the ISSS office in the Center for Community building, C4C room S355
  • The ISSS office will have you complete an On-Campus Employment Request Form, and give you instructions for how to follow through with the Social Security Card application process.
Applying for the SSN
  • You can begin work with the Environmental Center before you receive a Social Security Number.  CU will assign a temporary placeholder number so you can begin receiving pay while you wait for your SSN to be assigned.
  • As soon as you receive your SSN, report that number to Dana Kelly to complete your hiring.  It's important to do this right away so the University can report the correct taxes for your pay.
  • While waiting for your SSN, make a required appointment to meet with a CU International Taxation Specialist, who will assist with making sure your paycheck is set up correctly for U.S. tax laws.  There is sometimes a long wait for this appointment, so make your appointment as soon as possible.  For COVID-19 precautions, these appointments are currently being held online via Zoom.