Foreign National Student Worker Instructions

Payroll procedures for foreign national employees of the University who will be working for the Business School are as follows. All steps must be completed by the Monday prior to submission of the first timesheet.

  1. Your supervisor/professor should have completed the Student Biweekly Payroll Authorization form (*PDF 69k) with you at the time of hire. This form must indicate the rate of pay you will receive and must be signed by both professor/supervisor and student employee. If your supervisor/professor has not already completed this form with you, please print the form and do so. If you work for multiple departments/professors, a separate form is required for each.

  2. The second form is the Student Personnel Information Sheet (*PDF 21K) that is used to appoint you in our on-line Personnel/Payroll system.

  3. The third form is the I-9 which requires the presentation of your passport to verify identity. Procedures to complete I-9 form (*PDF 160k):
    You must have a social security number. If you do not yet have a social security number, you must first go to the International House to get a letter and then to the social security office to apply for a social security number.

    Complete Section One. Be sure to check the box next to "Alien Authorized to Work" with the I-20 expiration date and I-94 number listed (admission number). Sign and date the form.

    Section 2, in the certification paragraph, the date listed that the employee began employment should not be more than 3 days before or after the date the I-9 is signed.
  4. In order to sign up to have your paycheck deposited in your bank, complete a Direct Deposit Form (*PDF 48k) available from Budget & Operations, Room 333 in the Knight Center. Include with all of your completed documents. Allow four weeks for processing.

  5. Call Joe Willis at 935-7320 to schedule an appointment. You will need to bring all of the completed forms per above, plus the following documents:

    6.    ·Passport
       ·Visa (common types F-1 & J-1)
       ·I-94
       ·I-20 or IAP66

  6. Once your appointment is complete, you will recieve an email from the International House with a login, password and link to the Foreign National Information Site where you will be directed to enter your personal information.

The following information pertains to timesheets, please read carefully:

The Timesheet is a legal document required by federal regulations and is subject to independent audit and review. The hours recorded must have actually been worked. Do not hold timesheets. Submit timesheets on specified date according to the submission schedule (*PDF 12k) printed on the back of the timesheet. When completing your timesheet, be specific while recording actual AM/PM and starting and quitting times. Any timesheet incorrectly completed will not be processed until corrections are made. This procedure will delay the processing of your paycheck for two weeks. Please use the equivalent chart (listed on the submission schedule (*PDF 12k)) to convert minutes to tenths to accurately figure the time worked. Blank timesheets will be available in the Simon Hall Student Mailfile Area on the 1st Floor near the pay phones. Timesheets are to be turned in at the timesheet lockbox located in the same location. Paychecks will be distributed in the Undergraduate Student Services Office in Simon Hall, Lower level, Room 12, after 2:00 PM on pay dates.

  1. If you are a teaching or research assistant, tutor or administrative worker, complete a Student Worker Timesheet (*PDF 29k). Have this timesheet signed by your supervisor and turn in by the timesheet submission date.

  2. If you work for more than one instructor or work in more than one department within the Business School, separate timesheets must be completed and approved by individual supervisors for each position. Under no circumstances are you to be paid double for overlapping hours, i.e., when working for one department or supervisor, while doing work for another department or supervisor. If overlapping hours occur, the timesheet will be returned to the student via the student mailfile for corrections. Any incomplete and/or unsigned timesheets will NOT be processed. Your timesheet will be returned to your mailfile with a note indicating the problem to be corrected.

  3. Timesheets are to be turned in to the Timesheet Lockbox located in the Simon Hall Student Mailfile area, by Monday by 9:00 AM on submission days. Timesheets will be picked up at 9:00 am on submission days and processed at the Charles F. Knight Center. Timesheets submitted after that time CAN NOT be processed until the next pay period.

  4. Your bi-weekly payroll check will be available AFTER 2:00 PM ON PAY DAYS in Simon Hall, Undergraduate Student Services, ROOM 12. You will be required to provide a picture ID to pick up your pay check. Failure to pick up your paycheck within four weeks of a designated paydate will result in the paycheck being returned to the University's Payroll Department.
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