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F-1 International Students

Hiring a Student Worker

International students hired by departments need additional requirements to be officially hired for payroll purposes.

(Students can begin working before the SSN is approved).

1. International student is offered a position with a campus department.

2. International student will provided department with required hiring paperwork including identification immigration documents (passport, visa, I-94, & I-20).

3. International student will need to apply for a SSN. Review: Social Security Office Handout & Directions

4. The hiring department will need to write a SSN hiring letter, confirming student is hired (Department SSN Letter).

5. Student will take the letter to ISSS to request a Proof of Enrollment Letter.

6. ISSS will create the Proof of Enrollment Letter (3-5 business days) for the student to take to the Social Security Office along with their hiring letter from their department to apply for an SSN.

7. The hiring department will send an email notification to the of Payroll and Tax Compliance Office. The notification will include: Name, Email, Position Offered, Department  and Start Date. The Payroll and Tax Compliance Office will activate a Sprintax account and the international student will receive an activation link with instructions on how to setup their account. Based on the information a student provides, Sprintax will calculate student and scholar tax withholding and determine whether they’re eligible for tax treaties or deductions. It will then prepare the necessary tax documents, such as 1042-S, 8233, W-8BEN, etc.

8. I-9 Completion and E-Verify Validation | Link to HireRight to initiate Form I-9 and E-Verify. For more information please contact the Office of Human Resources, JCK 340, Phone (512) 245-6583, Email: hr@txstate.edu

For additional hiring requirements follow: UPPS 07.07.03

Hiring a Graduate Assistant

International graduate assistants hired by departments need additional requirements to be officially hired for payroll purposes.

(GA can begin working before the SSN is approved).

1. Graduate assistant is offered a position with a campus department.

2. Graduate assistant will provide department with required hiring paperwork including identification immigration documents (passport, visa, I-94, & I-20).

3. Department needs to submit PCR approval to the Graduate College.

4. Graduate assistant will need to apply for a SSN. Review: Social Security Office Handout & Directions

5. The hiring department will need to write a SSN hiring letter, confirming GA is hired (Department SSN Letter or General Hiring letter).

6. Graduate assistant will take the letter to ISSS to request a Proof of Enrollment Letter.

7. ISSS will create the Proof of Enrollment Letter (3-5 business days) for the student to take to the Social Security Office along with their hiring letter from their department to apply for an SSN.

8. The hiring department will send an email notification to the of Payroll and Tax Compliance Office. The notification will include: Name, Email, Position Offered, Department  and Start Date. The Payroll and Tax Compliance Office will activate a Sprintax account and the international student will receive an activation link with instructions on how to setup their account. Based on the information a student provides, Sprintax will calculate student and scholar tax withholding and determine whether they’re eligible for tax treaties or deductions. It will then prepare the necessary tax documents, such as 1042-S, 8233, W-8BEN, etc.

9. I-9 Completion and E-Verify Validation | Link to HireRight to initiate Form I-9 and E-Verify. For more information please contact the Office of Human Resources, JCK 340, Phone (512) 245-6583, Email: hr@txstate.edu.

For additional hiring requirements follow: UPPS 07.07.03

Payroll and Tax Compliance Office JCK 582 – 5th floor
Phone: (512) 245-8310
For additional hiring requirements follow: UPPS 07.07.06