Hiring International Students: Steps and Requirements

1. Determine your department’s needs and budget. Step 1 Step 2 “Post” your job opening. International Students So you want to hire an international student? The basic steps for hiring a student employee are as follows: Wonderful! Working with an international studentcan be a rewarding learning experience for you and the student. What’s different about hiring an international student? On-Campus Eligibility Form Step 3 Research eligibility of applicants in Banner International students must complete one extra form to determine eligibility to work: the On-Campus Eligibility Form, available on the ISSS office website. Once approved, the student should bring a copy of the approval e-mail with him when he comes to the interview. Step 4 Conduct Interviews Select the student you want to hire & submit a “Student Worker Request.” Step 5 Check for work approval using the Banner system. Step 6 International students must be currently employed or have written proof of a job offer before they are eligible to apply for a Social Security card. You must provide verification of the job offer in a letter. Make sure the student completes, or has completed, an I-9 form and a W-4 form. Step 7 “Close” the job opening. Notify applicants not selected of hiring decision. Step 8 Completing the I-9 and W-4 forms is a little different for international students.

2. Provide verification of job offer letter to international student Completing the W-4 form Extra! Extra! Other important facts International Students In this lesson you will learn about: On-Campus Employment Eligibility Form Want to know more about international students? Contact International Student and Scholar Services (ISSS) located in room #208 of the W. R. Poage Legislative Library, or by calling x1461.

3. International Students On-Campus Employment Eligibility Form • The “On-Campus Employment Eligibility Form” form is completed by the international student. • The form is available on the International Student and Scholar Services office website in pdf form. • Once completed and turned in, F-1 status will be verified. Approval will be e-mailed to SFAO, HR, the student and the supervisor. • This form is the student’s responsibility to complete each semester of employment including summer. • If a student comes to you to interview without e-mail approval from ISSS, you should direct him or her to ISSS to complete this form before proceeding with the interview. • Citizenship status may be confirmed on RJASERF in the Miscellaneous block under “Citizen Type.” 888888888 This is a sample approval e-mail that will be sent from ISSS to SFAO if the international student receives approval to work.

4. International Students On-Campus Employment Eligibility Form • A little more information about F-1 status… • F-1 status refers to the student's immigration status (which is found on their visa and I-94 card).  • The majority of our international students are issued an F-1 visa (student visa), which is issued to those people planning to come to the U.S. to study. This visa allows them to work on-campus (not off-campus) while a student.  • Other Baylor international students may have another type of visa that does not allow them to work while they are students. It is for this reason that we must check to make sure the student is eligible before they are allowed to work. If they work and their visa does not allow them to work, it jeopardizes their immigration status and causes problems for the student and for Baylor.

5. International Students Provide verification of job offer letter to international student This is a sample letter created by ISSS. You may copy this one or write your own. The letter must be on department letterhead with an original signature. Once you have chosen the international student that you wish to hire, you will need to provide the student with a verification letter of the job offer that the student will take with him or her to the Social Security Administration when he or she applies for a Social Security card. The student must have this letter from you in order to receive a Social Security card. • You must include the following information: • Name of department • Name of student employee • Job position • Job description • Start date • Hours of work per week • Employee identification number • Supervisor’s name and original signature • Title • Name of department • Address and telephone number

6. International Students Completing the W-4 form Before the international student completes the W-4 form, the student should check the Payroll web site to determine if their home country is one that the U.S. has a treaty with. If so, they should bring the I-20 and passport to Payroll before they can be paid. Please tell the student to do this before completing the W-4. The student should: • Go to http://www.baylor.edu/payroll/ (you can also get there by going to: www.baylor.edu >Current Students> >Student Financial Services >Payroll Office >International Payees > 8233 Information). • Check for his/her country on the U.S. treaty list. • Follow the instructions listed.

7. International Students Completing the W-4 form • Instructions for international student completion of the W-4: • Student should complete number 1, 2, 3, 5, and 6. Number 4 is not essential. • International students should complete #3 as either single or married (at higher single rate). • Number 5 should be listed as a “1.” • Number 6 should be listed as $15.30. • The student should sign and date the form. • For more information call x 2217 for the Payroll office. 1 2

8. International Students Extra! Extra! Other important facts • International students may pursue any available positions exceptthose identified as “Community Service” on the Student Employment web site. • International students may only work on campus. They may not work offcampus. Their visas do not allow this. • Remember that the student may choose which forms of identification to present for the I-9 form. You are not allowed to ask to see any additional forms of identification. • The “On Campus Employment Eligibility Form” must be completed by international students every semester (fall, spring and summer). • If there is a “status” change after the international student completes the “On Campus Employment Form”through ISSS, you will be notified via e-mail of the change. Please remind your international student to complete this document each semester in order to remain in compliance. • If an international student works when he/she is not eligible, they could face deportation. Please be sure they are approved to work before allowing them to do so. Approval to work begins with the approval e-mail the international student brings with them to a job interview. After you have decided to hire an international student, you need to complete the “Student Worker Request” form and then view their approval to work in Banner on RJASEAR by seeing the job set up with your department account number.

9. International Students Review Question True or false? International students should not complete the I-9 form, because their identification is registered with the “On Campus Employment Eligibility Form.”

10. International Students Review Question True or false? International students should not complete the I-9 form, because their identification is registered with the “On Campus Employment Eligibility Form.” Answer False. All employees must complete this form, because it is required by the Department of Homeland Security to track identification and work eligibility. The “On Campus Employment Eligibility Form” only determines whether or not their visa status allows them to work while going to school in this country.

11. International Students Review Question • Where can an international student receive a copy of the “On Campus Employment Eligibility Form” to fill out? • On the Work-Study Forms & Instructions web page • On the Payroll web site • From the International Student & Scholar Services Office • From the Student Financial Aid Office

12. International Students Review Question • Where can an international student receive a copy of the “On Campus Employment Eligibility Form” to fill out? • On the Work-Study Forms web page • On the Payroll web site • From the International Student & Scholar Services Office • From the Student Financial Aid Office Answer The correct answer is C. An international student may pick up the form from the International Student & Scholar Services office located in the W.R. Poage Legislative Library, room #208. They may complete the form and turn it in while they are at the ISSS office. The form is also available on-line. Go to: www.Baylor.edu Current Students  International Students  International Student and Scholars  Current Students and Scholars. The student will still need to hand deliver the form to ISSS.

13. International Students Review Question • Where can I send my international student for help completing the W-4? • Payroll Office • General Counsel’s office • International Student & Scholar Services Office • Student Financial Aid Office

14. International Students Review Question • Where can I send my international student for help completing the W-4? • Payroll Office • General Counsel’s Office • International Student & Scholar Services Office • Student Financial Aid Answer The correct answer is A. If your student requires assistance or has more in-depth questions about the W-4 form, please direct them to the Payroll Office.

15. International Students Review Question • How often must international students complete the “On Campus Employment Eligibility Form”? • Once for the duration of their time at Baylor University • Once each year- freshman, sophomore, junior, senior • Every time the student starts a new job • Every semester

16. International Students Review Question • How often must international students complete the “On Campus Employment Eligibility Form”? • Once for the duration of their time at Baylor University • Once each year- freshman, sophomore, junior, senior • Every time the student starts a new job • Every semester Answer The correct answer is D. International students must complete this form every semester to verify they are still in F-1 status (or other approved visa type).

17. International Students Review Question True or false? An international student should check the payroll website before completing the W-4 form in order to determine if his/her home country is one that the United States has a treaty with which would keep them from paying certain taxes.

18. International Students Review Question True or false? An international student should check the payroll website before completing the W-4 form in order to determine if his/her home country is one that the United States has a treaty with which would keep them from paying certain taxes. Answer True. An international student should check the payroll website before completing the W-4 form in order to determine if his/her home country is one on the treaty list. If so, the form 8233 should be completed by the student and turned into the Payroll Office.

19. International Students Review Question True or false? An international student does not need a verification of job offer letter in order to apply for a Social Security card.

20. International Students Review Question True or false? An international student does not need a verification of job offer letter in order to apply for a Social Security card. Answer False. An international student is required to have a verification of job offer letter to take with them when they go to apply for a Social Security card. As the supervisor offering the international student the job, it is your responsibility to provide this letter for the student. A sample letter is available on the “Work-Study Forms” web page for you to use or you may create your own.

21. International Students End of Section. Click to return to the main menu.