International Paperwork Presented By Abbee Camen Employment Services & Records Manager 407-823-6382 Abbee.Camen@ucf.edu

What are common terms associated with International Employees? Commonly referred to as: Common documents are: internationals I-20 foreign nationals DS-2019 alien temporary Employment Authorization Card (EAD Card) non-resident aliens Common visa types at UCF are: Optional Practical Training (OPT Card) Foreign Passport F-1 H-1B J-1 J-2 TN

What are the general steps for Hiring an International Employee? The international employee contacts a representative from IAGS – Employment & Taxation to schedule an appointment to complete the I-9 form and sign-in paperwork. IAGS – Employment & Taxation completes the I-9 form and sign-in paperwork with the employee then provides the original documents with a cover sheet to the employee to provide to the hiring department. Once the hiring department receives and reviews the sign-in paperwork for completeness and accuracy, they will proceed with submitting the hire ePAF. The hiring department attaches a pdf copy of all hiring documents completed by IAGS – Employment & Taxation, except the Direct Deposit, W-4 Form, and I-9 Form; to the Hire ePAF. A copy of the W-4 and Direct Deposit should be faxed to Bonnie Phelps in HR-Records & Employment Services at 407-823-3507.

International Employee? Who is considered an International Employee? Any potential employee who is NOT a: U.S citizen Permanent resident Naturalized citizen If any individual meets the criteria above they must schedule an appointment with a representative from IAGS - Employment & Taxation to complete the I-9 Form and sign-in paperwork.

Who should be contacted in IAGS - Employment and Taxation to schedule an appointment? Beejal Nayee Spencer Hawthorne IAGS - Employment & Taxation Coordinator Phone: 407-823-1851 Phone: 407-823-1847 Email: Beejal.Nayee@ucf.edu Email: Spencer.Hawthorne@ucf.edu Jennifer Bhagirath Phone: 407-823-6395 Email: Jennifer.Bhagirath@ucf.edu

What if an international employee does not have a Social Security Number before they are hired? A majority of international employees do not have a Social Security Number (SSN) when they are first hired. However, the SSN field must be completed in order for the ePAF to be submitted. IAGS – Employment & Taxation will issue a Temporary Placeholder Number so that the ePAF can be submitted prior to the employee receiving a valid social security number. The Temporary Placeholder nine digit number beginning with 666-XX-XXXX. The Temporary Placeholder Number will be listed on the top right of the cover sheet when the sign-in paperwork is returned to the hiring department. If the Temporary Placeholder Number is not listed on the cover sheet and the individual doesn’t have a Social Security Number, please contact the representative from IAGS – Employment & Taxation that completed the sign-in paperwork documents.

What if an international employee does not have a Social Security Number before they are hired? Cont’d International employees are required to apply for a valid social security number as soon as possible. Once the international employee receives their original social security card with their social security number; they should submit a copy of the card to a representative in IAGS - Employment & Taxation. IAGS – Employment & Taxation provides transportation to the Social Security Office during the Fall and Spring semesters to assist the international employees in applying for their social security cards. International employee who have not provided a valid social security number within 30 days of their hire date will be contacted directly by HR – Employment Services & Records.

Does a Background Check need to be completed for an International Employee ? It is important that you ask the international employee if they have previously received a valid, U.S. issued, 9 digit Social Security Number (SSN), prior to their hire at UCF. If an international employee has had a valid SSN for a period greater than 1 calendar year; the hiring department should request a background check by submitting an Affirmation Form to HR – Talent Acquisition via email to Talent@ucf.edu or fax to 407-823-1095. If an international does not have a valid SSN, the hiring department should send an email to Talent@ucf.edu requesting a waiver from the background check requirement during the first year.

How many hours can an international student employee work during the semester? F-1 and J-1 students cannot work more than 20 hours during Fall or Spring semesters or they will be in violation of their visa status. During Summer Break, Spring Break, and Winter Break, F-1 and J-1 students can work up to 40 hours/week without being in violation of their visa status. It is important that if an international student has their standard hours increased during a school break that their standard hours be returned to 20 hours or less per week so that they are not in violation of their visa status once the school break ends.

H-1B Employees: Changes to Employment Records It is important that you contact Jennifer Bhagirath or Jason Kennedy in IAGS – Employment & Taxation to discuss the possible impact of the following changes to the job records of H-1B employees PRIOR TO INITIATING THE EPAF: Salary Position Titles FTE/Standard Hours Hiring for Dual Compensation Location Other Changes Employee Classification Job Codes

Can an International Employee continue working once their I-9 Work Authorization Expires? International employees cannot continue working for UCF in any capacity following the expiration date of their work authorization. Most international employees have a work authorization expiration date. It is important that if an international employee’s work authorization is scheduled to expire that they schedule an appointment with a representative from IAGS - Employment & Taxation . The international employees must provide original extended work authorization documents to complete an updated I-9 form in order to remain on payroll. If the employee extends their I-20/DS-2019 with an advisor at IAGS, they still need to meet with a representative from IAGS – Employment & Taxation to provide their original extended work authorization for an update I-9 form to be completed.

What happens to an International Student Employee’s work authorization after they Graduate? Once an international student employee files an intent to graduate, their work authorization will automatically end following their commencement date. If the international student employee will be matriculating to another academic program at UCF or if the international employee can provide new work authorization such as an EAD Card (OPT Card); they must meet with a representative from IAGS – Employment & Taxation in order to complete a new I-9 Form and update their work authorization documents.

What is Optional Practical Training (OPT)? F-1 students are able to apply for Optional Practical Training (OPT) prior to their expected date of graduation if they intend to work in the United States to gain practical work experience following their expected graduation date. Department of Homeland Security (DHS) will issue an OPT (EAD) card which provides them work authorization. In order to avoid a gap in employment after graduation, the OPT card must be effective the day after commencement and the original EAD card must be provided to a representative from IAGS - Employment & Taxation to complete an updated I-9 form before the employee graduates.

Are International Employees eligible for tax exemptions? In order to determine if an international employee qualifies for any FICA or Federal withholding tax exemptions, please have the employee speak with a representative from IAGS – Employment & Taxation during the sign-in process. FICA Taxes International employees may be eligible for FICA Tax (Social Security and Medicare) exemptions based on their residency status. Federal Withholding Taxes International employee may be eligible for federal withholding tax exemptions based on their residency status and current tax treaties between their home country and the United States.

Email Notifications The HR-Employment Services & Records Team provides email notifications to employees and department regarding: Work Authorization Expiration Intent to Graduate Work Authorization Expirations Pending Receipt of Social Security Numbers

Employment Services & Records Team: International Functions Bonnie Phelps Kelly Fernandez Phone: 407-823-590 Phone: 407-823-2420 Email: Bonnie.Phelps@ucf.edu Email: Kelly.Fernandez@ucf.edu Reviews the ePAFs and Sign-In Paperwork documents for all international employees. Sends out work authorization expiration email notifications. Reviews tax status for international employees. Sends out pending social security number notifications.

Questions?