employing international staff and...
TRANSCRIPT
4/29/2010
Employing International Staff and Students
Navigating Human Resources Requirements
Eydie Thurston (EDM Manager)[email protected]
David Amwake (I-9 Process)[email protected]
Chenelle Carette (Glacier/Taxation)[email protected]
Elena Brazell (Social Security)[email protected]
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Content
o Which documents to submit with a pPAF, E-Recruit and ePAFo Which Foreign National documents to submit and when to submit themo How to complete a re-appointmento What to do for additional appointmentso Employee self-serviceo Hour/job restrictions for certain Visa’so Temporary Social Security Numberso Courtesy Appointmentso I-9 Formso Glaciero Types of Visa Statuso F-1, I-20, J-1, DS2019o Examples of Visa, I-94 and I-797o H-1B Visa’so NAFTA Treaty and Permanent Residents
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What documents should I submit to HR for my employee?
New EmployeepPAF vs. eRecruit Submit necessary documents for new hires:http://hr.fsu.edu/PDF/Forms/compensation/NRA_Submission_guidelines.pdf
If the employee is already in the system, you only need to submit backup documents if something has changed.
ex: New W-4 information for Resident AliensNew information on Data Department Entry WorksheetsNew information regarding immigration status
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What documents should I submit to HR for my employee?
ePAFThe only documents that are necessary to turn in are updated immigration documents if the employee’s immigration information is expired
New Employee WizardHave your employee complete the wizard formsComplete and accurate information (i.e. address, telephone, email address)Glacier profile
Immigration documentsThe Foreign National Information form is no longer neededDocuments vary based on the VISA the employee holdsUS Visa, Passport, I-94 card.
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What documents should I submit to HR for my employee?
Re-appointmentsGenerally done through ePAFWhen to submit the visa information
Submit updated immigration documents if current information is expired.
Additional AppointmentsIf it has been at least 6 months since the employee has submitted documents, please submit new immigration documents (Visa, Passport, I-20/DS-2019 and I-94).
Complete a new I-9 form for your recordsDepartments may be asked for backup paperwork on a case by case basis.
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Managing your Foreign National Appointments
Employee Self ServiceEmployees can go into Self Service to change personal information and view benefits. Only Resident Aliens can update their W-4’s. Non –Resident Alien’s are all single with 1 withholding on their W-4’s.
Hour Restriction – F-120 hours
Job Restriction – J-1 StudentsLetter received from International Center specifying hours and dates the employee is able to work
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Managing your Foreign National Appointments
Employees can be appointed with a receipt from the Social Security AdministrationIn order to use the receipt in lieu of the SS card you must request a Temporary Social Security Number (849) from Human Resources.
Procedure for acquiring 849Send an e-mail to [email protected] asking for the temporary number including the employee’s name, date of birth, job code, department, department rep name and phone number and start date.Expires in 2 months; Department must submit an ePAF if funding extension is needed.
New social security number receivedSubmit to HR, submit the ePAF.
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Courtesy AppointmentsNon-compensated employeeAccess to University facilities (Library, Computers, etc.)
Contact Admissions processing at 644-1359 and request a 999 number for the employee.Submit a pPAF and Department Data Entry Worksheet complete with the 999 number.Remember to terminate appointment when employee is no longer here. (Very important because the employee could end up with two different employee ID’s.)
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Glacier is MandatoryEffective October 19, 2007, Glacier is part of the mandatory process for all Foreign National Employees. In order to appoint a Foreign National Employee, you will need to provide the Glacier packet of information after it has been completed.
This is to help reduce the number of refunds due to improper taxation.
If you would like one-on-one training on Glacier, please contact:Chenelle Carette
644-9641
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Glacier Online Tax Compliance SystemSystem is designed to allow institutions to efficiently and effectively collect information, make tax residency and treaty determinations, manage paperwork, and maintain data.How can Departments help?
Let employee know that they will receive an email with their password information which will give them access to create theirprofile.Make sure their contact information is up-to-date.Department will send Glacier profile with appointment papers to Human Resources and OMNI will be updated accordingly.Contact Chenelle Carette (6459641) if you would like to be made a Glacier Administrator.
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Tax Summary
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Form 8233
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W4
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What are some visa statuses held by foreign national employees at FSU?
J-1 – Exchange VisitorH-1B – Temporary Professional WorkerTN – NAFTA TreatyF-1 OPT – Student in Optional Practical TrainingO-1 – Alien of Extraordinary AbilityB1/B2 – Visitor for business or pleasureWB/WT – Visa waiver for business/pleasureOther, with EAD (J-2, adjustment applicant, asylum, refugee, etc.)
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F-1 Visa
I-20 Initially provided in order to apply for an F visaFunctions as record of lawful status throughout stay and must be valid at all times
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I-20
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Employment Authorization DocumentF-1employees on Optional Practical TrainingJ-2 employeesPermanent Residents waiting for adjudication
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J-1 Exchange VisitorsExchange Visitors are selected to participate in an exchange program.Categories FSU sponsors:
Research Scholar (5 years)Professor (5 years)Short-term scholar (6 months max)Specialist (not to exceed one year)Students – non-degree, Bachelors, Masters, and Doctoral (Must have written authorization from the IC)
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J-2 Work authorizationJ-2 dependents may apply to USCIS for work authorization.J-2 dependents may work anywhere for any number of hours once they have the Employment Authorization Document (EAD).J-2’s must have EAD before beginning work in order to avoid losing J status due to unauthorized employment.
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DS-2019 form
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Visa
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I-94
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H-1BTemporary worker in a specialty occupationForeign national must have required credentials.H-1B is employer specific.H-1B cannot receive one time pay.Does not require full-time employment. Part-time employment requires time sheets.
If H-1B at other institution, comes to FSU through “portability” based on USCIS receipt of application
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Notice of Action
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NAFTA Treaty & Permanent Resident
TN visa only for Canada and MexicoOne year at a time for temporary work/stayTD visa is for dependents
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Resident alien, PR, immigrant visa, “green card visa holder”Necessary for foreign employee who FSU intends to hire permanently, or indefinitelyThe foreign national can live and work in the U.S. indefinitely and can eventually apply for citizenship. A PR cannot vote and can be deported.
Form I-9 Section I
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Form I-9 Section II
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Let’s Talk!!!!!