International Faculty/ Student Employee Info
Hire Packets and MYTrack Hires:
International employees will be provided a link to hire documents to be included in the submitted hire packet. The linked documents include the UO-NRA to be completed and will need to provide copies of I-94, I-20 doesn’t apply to these employee classes, DS-2019, or Employment Authorization Card (whichever applies). Note: The Treaty 8233 form is included in the hire packet, but the 8233 Supplemental Letter is not included and is also needed if an employee wants to claim an applicable income tax treaty.
UO- NRA Form
The UO-NRA form is required at the beginning of employment and if the employee’s visa status changes. Renewed every year for tax nonresidents, Payroll will email specific employees in January. The information is used by UO Payroll only to determine appropriate tax withholding by applying the IRS Substantial Presence Test (SPT) which determines if an employee is a Tax Nonresident or Tax Resident. This tax status does not affect immigration status. For more information see IRS Publication 519
Support Documents (also used for I-9 form)
I-94 Arrival and Departure Record https://i94.cbp.dhs.gov/I94/#/home and I-20 for F-1 visa students, or DS-2019 for J-1 visa students and visiting faculty.
Or Employment Authorization Card (EAC) – I-94, and I-20 or DS-2019 not applicable
Treaties- 8233 form and Attachment Letter
Income tax treaties are in place with numerous countries for the avoidance of double taxation on income. Claiming an available treaty is optional. Treaties are based on country of residence and purpose in US; student/GE or teacher/researcher, GEs are considered students for tax purposes.
Treaty Countries and Treaty Article
To Claim Treaty Benefits, the employee needs to submit:
- 8233 Tax Treaty IRS Form (included in hire packets)
- 8233 Attachment Letters
Note: The Treaty 8233 IRS form is included in the hire packet, but the 8233 Attachment Letter is not included and is also needed if an employee wants to claim an applicable income tax treaty. Please make sure to use the appropriate 8233 Attachment Letter.
Treaty benefits provide exemption from US Federal and Oregon State income tax on wages earned from employment up to a maximum amount in gross wages per calendar year and/or time period. When the maximum amount, if applicable, specified by the treaty has been met for the calendar year the employee will have Federal and State tax withheld from wages. The 8233 forms are renewed each year with the Yearly UO-NRA Renewal, Payroll will email specific employees in January.
- A Social Security Card/Number (SSC/N) or Receipt of Application is needed before the treaty benefits can be implemented by UO Payroll (Noted as US Taxpayer Identification Number on 8233 IRS form)
- The W-4 Federal NRA and W-4 OR forms are also required even if the 8233 forms are submitted for the purpose of tax withholding once treaty limits have been met or if the treaty exemption is in the process of being implemented.
More Treaty Information
I-9 Form
I-9 Form and list of acceptable support documents
Employees complete and sign Section 1 no later than the first day of employment; If the employee has not yet received a Social Security number, leave this field blank.
Employers (UO hiring department) complete and sign Section 2 within 3 business days of starting work. The employee must present to the employer original unexpired documentation that establishes employee’s identity and employment authorization that the employer will use to complete section-2 and include copies with the I-9 form. An employer cannot specify which document(s) an employee may present from the Lists of Acceptable Documents.
The following SSC notations cannot be used as an Acceptable Document for the I-9 form List C:
- Valid for work only with DHS (or INS) authorizations
- Not valid for employment
Resources
I-9 Training Slides
USCIS Employer Handbook M-274 (I-9 Instructions)
International Student Employment
Maximum Work Hours per Week
Hours |
|
|---|---|
20-hours per week | International student employees during non-vacation term; Fall, Winter, Spring. |
25-hours per week | International student employees if enrolled 1+ credit hours during summer term per UO HR Student Employment policy. *
|
40-hours per week if not enrolled | International students and citizens during official school breaks and annual vacation/summer term |
- GE and Student employment, all jobs combined cannot be more than 89.63 hours, 0.49 FTE per month.
- GE with Concurrent 0.49 FTE Appointments is not eligible to work during official school breaks (e.g. Winter). If appointments are less than 0.49 FTE, the employee can work a maximum of 20-hours per week during official school breaks. Per GE Union contract
Graduating International Employees Last Day
Can work through the last day of finals week, citizens or permanent residents can work through Sunday before next term starts.
Official School Break
Ends Sunday before classes start.
Work-Study
Only institutional UO TECH work-study is available to international students, earn code 10504. Federal work-study (earn code 10503) is not available to international students. Departments can see if an employee has been awarded work-study funds by accessing Banner form RWACWSE. International students seeking a work study award should contact UO ISSS. International Work Study Award Information
Resources
Employment and Taxes – UO International Services (ISSS)
UO Payroll Student Employment Overview
Student Employment Policies and Procedures - UO HR
F-1 Student Visa / I-20 Work Authorization
A copy of the I-20 is needed with the Hire Packet to support the UONRA form. The employee can start work 30 days prior to the I-20 Start Date but not work after the I-20 End Date or Work After Graduation unless the student/GE is completing one degree spring term and admitted to another degree program at the UO for fall term and has an updated I-20 may continue to work on campus between programs, summer term. Otherwise, to work after graduation the F-1 student employee will need an Employment Authorization Card (EAC) with Optional Practical Training (OPT) designated, EAC category C03B. The employee can only be employed according to the Start and End dates on the EAC. Processing time to receive an EAC can take approximately three months so plan ahead, the employee can contact UO International Services (ISSS) for more information OPT Information - UO International Services (ISSS) EAC
To work a term after graduation the hiring department must complete the Student Employment Exception Request Form
Curricular Practical Training (CPT) allows a current F-1 student to Work Off-Campus.
CPT is designated on page 2 of the I-20 with information regarding dates of employment and employer. If a UO student is interested in CPT to work off-campus they should contact a UO ISSS advisor. Hiring departments may receive an I-20 where the School Information is not for UO but has UO CPT noted on page 2 of the I-20, this is a valid work authorization for the UO during the dates designated.
Federal Regulation Code 8 CFR 214.2(f)
Issued by Department of Homeland Security (DHS)
J-1 Exchange Visitor Visa / DS-2019 Work Authorization
A copy of the DS-2019 is needed with the Hire Packet to support the I-9 and UONRA forms. The employee can only work according to the Start and End Dates on the DS-2019.
J-1 Student employees will also need in addition to the DS-2019 a J-1 Letter from the DS-2019 Program Sponsor e.g. UO ISSS approving work at UO for a specific time period; this does not apply to GEs who are sponsored by the UO, but if the GE Program Sponsor is other than the UO a J-1 Letter is required from the Program Sponsor e.g. Fulbright.
Federal Regulation Code 22 CFR Part 62
Issued by Department of State
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