Required Documents for Employment

Congratulations! You are employed at Kalamazoo College! Now what? Let’s get some paperwork completed so that you can get onto the payroll.

Steps

1. Complete the required documents
  1. Federal W-4 withholding certificate [.pdf] Frequently asked questions
  2. State employee withholding certificate [.pdf]
  3. I-9 Federal Employment Eligibility Verification [.pdf] (see form for required identification documents)
2. Provide the forms to Human Resources via one of the following secure methods.
  • I-9 appointment not required In-person (Mandelle Hall, first floor. Walk-ins accepted Monday-Friday), or
  • I-9 appointment required Expect the HR representative to take a screenshot of the remotely-verified document(s), or
  • I-9 appointment required FileDrop to hr@kzoo.edu (Kalamazoo College login required), or
  • I-9 appointment required Fax to Human Resources at 269.337.7239
Book I-9 Appointment

Hint: I-9 appointments may be booked as a guest or using a Kalamazoo College login.

Kalamazoo College is an E-Verify employer and is permitted to verify a new hire’s identity and right to work remotely for Form I-9.

3. Get paid – processes for direct deposit and live checks

The easiest and fastest way to get your paycheck is to sign up for direct deposit on HornetHQ. (instructions below)
Payment apps like Venmo, Paypal, and paycards often have a routing and account numbers that can be used for direct deposit of your paycheck. Direct deposit activation takes two pay cycles after signing up.

Students: Paid every other Tuesday. Live checks are forwarded to the student’s campus mailbox in the Hicks Student Center. Pay date schedule
Hourly-paid staff: Paid every other Friday. Live checks are mailed via USPS to the mailing address on file. Pay date schedule
Salaried staff and faculty: Paid on the first of the month, or on the preceding banking day. Live checks are mailed via USPS to the mailing address on file.

Direct Deposit Instructions

To sign-up for Direct Deposit or to edit your bank account information for your Direct Deposit, please sign into Hornet HQ.

  • Click on the “Employee” tab, then click on the “Banking Information” tab.
    • New Setup: Please allow 3-5 business days for the bank verification process. Paper checks will be issued until electronic transfers can be established.
    • Change Account: Please allow 3-5 business days for the change in bank accounts to be verified. This authorization replaces any other direct deposit authorization made on a previous date.
    • Cancellation: Please allow 3-5 business days.
4. Receive your W-2 electronically.
  1. Using your K login, access HornetHQ.
  2. Select Employee/ Tax Information, then follow the prompts.
5. Student-employees Get paid correctly and timely by logging your hours.

Time Reporting and Payment in the Campus Employment Student Orientation to learn how. Please understand that you are responsible to accurately report the actual hours that were worked each day.