Hiring F-1 International Students for On-Campus Jobs

F-1 International students hired by departments as student workers or graduate assistants need additional requirements to be officially hired for payroll purposes. (F-1 students can begin working before the SSN is approved).

F-1 students do not need to make an appointment with a DSO to receive a SSN or work on campus.

Hiring a Student Worker

1. International student is offered a position with an on-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 Hiring Letter, confirming student is hired (Department SSN Letter template).

5. Student will submit 1) Department Hiring Letter requesting a Social Security Number (SSN) Letter.

6. ISSS will create a SSN Letter (1-2 business days) for the F-1 student. 

7. The student will schedule an appointment and bring the following documents to the Social Security Administration (SSA) Office to apply for an SSN:

  • Valid Passport
  • Valid F-1 visa (if applicable)
  • Form I-20 (with continued attended issue reason)
  • ISSS Proof of Enrollment Letter
  • Most Recent I-94
  • Departmental Hiring Letter

8. The hiring department will send an email notification to the Office 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.

Payroll and Tax Compliance Office JCK 582 – 5th floor

Phone: (512) 245-8310

Email: payroll@txstate.edu

For additional hiring requirements follow: UPPS 07.07.06

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 Talent Acquisition & Inclusion at 512-245-1697 or by email at talentair@txstate.edu.

For additional hiring requirements follow: UPPS 07.07.03

Hiring a Graduate Assistant

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 Hiring Letter, confirming student is hired (Optional Department SSN Letter template).

6. Student will submit Department Hiring Letter to request a Social Security Number (SSN) Letter.

7. ISSS will create a SSN Letter (1-2 business days) for the F-1 student. 

8. The student will schedule an appointment and bring the following documents to the Social Security Administration (SSA) Office to apply for an SSN:

  • Valid Passport
  • Valid F-1 visa (if applicable)
  • Form I-20 (with continued attended issue reason)
  • ISSS Proof of Enrollment Letter
  • Most Recent I-94
  • Departmental Hiring Letter

10. The hiring department will send an email notification to the Office 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.

Payroll and Tax Compliance Office JCK 582 – 5th floor

Phone: (512) 245-8310

Email: payroll@txstate.edu

For additional hiring requirements follow: UPPS 07.07.06

11. I-9 Completion and E-Verify Validation | Link to HireRight to initiate Form I-9 and E-Verify. For more information, please contact the Talent Acquisition & Inclusion at 512-245-1697 or by email at talentair@txstate.edu.

For additional hiring requirements follow: UPPS 07.07.03

Social Security Administration (SSA) or Department of Homeland Security (DHS) Tentative Nonconfirmation (TNC)

The information below is taken from the E-Verify website: SSA AND DHS TNCS

An SSA or DHS Tentative Nonconfirmation (TNC) results when the information entered in E-Verify does not match SSA records or data available to DHS. A TNC does not necessarily mean that the employee is not authorized to work in the United States.

The employee must be allowed to continue working while he or she resolves the mismatch. In addition, an employer may not take any adverse actions, such as delaying training or reducing work hours, against an employee because of a TNC while the case status is an Employee referred to SSA or DHS.

F-1 Students must be physically present in the US and complete the ISSS Immigration Check-in before ISSS can active the SEVIS record.