聽Procedure for paying NRA Students with pending Social Security Numbers
1.聽聽The hiring department will complete form 鈥淰erification of Employment鈥� and give to the student to take to the Office of International Student Services.
2.聽聽The Office of International Student Services will verify employment eligibility and complete Form I-9.聽聽 A certified true copy of the I-9, a cover letter written to the hiring department and a letter written to the Social Security Administration will be given to the student.聽 The student will take the social security letter and the Verification of Employment form to the Social Security Administration office to apply for a social security number.聽 The Office of International Student Services will provide the student with written instructions regarding this procedure.聽 The instructions will also indicate the importance of taking their social security card to the Rocket Career Center or to the Graduate School as soon as it鈥檚 received (depending on the type of employment).
3.聽聽The office of International Student Services will retain the original I-9.
4.聽聽At the time of application, the Social Security Administration will provide the student with a receipt as proof that they have applied.
5.聽聽The student will take the receipt, the certified true copy of their I-9 and the department cover letter to the hiring department (this process is included in the written instructions given to the student by the Office of International Student Services).
6.聽聽The department will then forward the receipt issued by the Social Security Administration and I-9 copy along with the Personnel Action Form to either the Rocket Career Center or the Graduate School for signatures (the I-9 copy is included as verification to either area that it has been completed 鈥� the I-9 should not be sent the Payroll). 聽PA鈥檚 without a social security number will be assigned an alternate ID while waiting for the number to be provided.聽 The alternate ID must be obtained from the Payroll office.
7.聽聽Upon completion of steps 1 through 6, the student may begin working.
8.聽聽Hourly students should submit their hours in accordance with University procedures.
9.聽 The Rocket Career Center or Graduate School will enter the student into the system under the alternate ID as long as the receipt is attached to the PA.聽 Without the receipt, the student will not be put into the system and will not receive a check.
10.聽 A log of all students issued an alternate ID will be tracked.聽 Once the student has received their SSN,聽Payroll must be notified so the SSN can be recorded and the student taken off the exception list.聽 This tracking is for the purpose of issuing correct W2鈥檚 at year end.聽 聽
11.聽聽If the SSN is not received by year end, a W2 will be issued with a social security number of 000-00-0000.
12.聽聽When received, the student will take their SSN card to the Rocket Career Center or Graduate School where the system will be updated with the new number.
13.聽聽If the employee is a staff or faculty member, Human Resources or the Provost office must contact聽Payroll to obtain an alternate ID number as a log is kept to monitor and track the alternate ID.聽 This alternate ID should only be given with a copy of the social security number receipt proving that the individual has applied for their social security number.
14.聽聽Once the social security number has been obtained,聽Payroll must be notified to update the log.聽