Steps for Hiring International Students

International students are typically not eligible for the FWS program and may only work under the Institutional Employment (IE) program. If the student has not found a position, but would like to search for one, you may refer them to the HireADore job bank to peruse a list of available positions or refer them to this website. Once a position is offered, all international students should take the following steps:

  1. If the student does not have a social security number: The student should take along an authorized letter/form from the Vanderbilt University International Student & Scholars Services (ISSS) with appropriate signatures documenting the person has a job or job offer, along with immigration documents, to the Social Security Administration (SSA). The student should obtain a receipt from SSA showing application of their social security number.

    The closest office to Vanderbilt is:

    SOCIAL SECURITY ADMINISTRATION
    4527 NOLENSVILLE PIKE
    NASHVILLE, TN 37211
    615-781-5800
  2. W-4: The International Tax Office uses an online system called Glacier. The International Tax Office will send the student instructions with temporary access codes to log onto the Glacier website where the student will complete a questionnaire and receive a completed or partially completed W-4 form according to their information.

    Administrators should email nratax@vanderbilt.edu to request Glacier link sent 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).

  3. International Tax Office reviews/completes:
    • W-4
    • Tax Treaty forms, if applicable
    • The Tax Summary Report (TSR)
  4. I-9: The student will complete this process in the ISSS office by way of the I-9 Express. The student will need a copy of their social security card or the SS5 receipt issued by the Social Security Administration.
  5. Hiring department reviews/completes:
    • Personnel Action Form (PAF) ~ A US-issued Social Security number is required or proof that one has been applied for. Attach a copy of the SSA receipt (a copy also sent to the International Tax Office).
    • Personal Information Form and Check Distribution form
    • Forward to Student Employment in the Office of Student Financial Aid at 2309 West End Ave.
  6. International students are limited to working 20 hours per week during the fall and spring semesters. Full-time employment (21-40 hours per week) is allowed during vacation periods and Summer for enrolled and continuing students.