Student Employment

Procedures for Hiring InternationalStudents

International studentsare typically not eligible for the FWS program and may only work underthe IE program. If the student has not found a position, but would liketo search for one, you may refer them to the HireADore system to peruse a listof available positions or refer them to this website.  Once aposition is offered, all international students should have thefollowing steps completed for them.

1.    Student obtainsSocial Security card from Social Security Administration.

2.    Hiringdepartment reviews/completes:

• Payroll Action Form(PAF) ~ A US-issued Social Security number is REQUIRED
• I-9
• Employee Informationand Check Distribution form
• W-4 (see below)

3.    Administrators should email  nratax@vanderbilt.edu to start the International Tax process.  Include in the email the individual's FIRST NAME, MIDDLE INITIAL (if available), LAST NAME, EMAIL ADDRESS, TYPE OF PAYMENT (compensation, stipend, or both), and FREQUENCY OF PAYMENT (bi-weekly or monthly)

4.    The International Tax Office will send the person instructions with a password to log onto the website where s/he will complete a questionnaire and receive directions on completing the process.  

5.   International Tax Office reviews/completes:

• W-4
• Tax Treaty forms, ifapplicable
• The Tax Summary Report (TSR)

6.   Student takes W-4 and a copy of his/her TSR to the hiring department.

7.   Department retains a copy of the TSR so that they may submit a copy ofthat copy with any future check requests, as applicable and appropriate.

8.   Hiring department attaches W-4, I-9, and Employee Information and CheckDistribution form to the PAF and submits to Student Employment, in theOffice of Student Financial Aid.

9.   Student Employment audits forms and submits them to Human ResourcesRecords Management for data entry.


ADDITIONAL NOTES  

• A student or scholarwho receives an extension of stay (ie, I-20 or IAP-66 is extended) orwho receives a change of nonimmigrant status must complete a new I-9 atHR Records Management AND see the International Tax Officer to updatehis/her tax information immediately.  The individual's Certificateof Eligibility (I-20 or IAP-66), passport (if applicable), and I-94 areall required.
• To optimize taxbenefits, a student seeking a degree AND taking six credit hours ormore per semester should be processed through Student Employment.


Prepared by:
International Student and Scholar Services, F-4214Zerfoss, 2-2753
International Tax Office, 9th Floor Baker Bldg, 3-7102
Office of Student Financial Aid, Student Employment,2309 West End Avenue, 2-3591
Human Resource Services, Records Management, 112Peabody Administration Bldg, 2-8310

Please directsuggestions, questions, and comments to Leslie McIntosh