On Campus Employment of International Students Policy

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International students holding F-1 or J-1 status at Adelphi University and who are in good standing may be authorized to engage in on-campus employment while maintaining a full course of study and valid status.

Policy Statement

International students holding F-1 or J-1 status at Adelphi University and who are in good standing may be authorized to engage in on-campus employment while maintaining a full course of study and valid status. This employment must occur on the Adelphi campus with the school as the employer. All on-campus employment must be approved in advance by International Services. Approval remains valid as long as the student meets all eligibility requirements but is automatically withdrawn if the student’s program is transferred or terminated.

Reason for Policy

Employment eligibility and the rules which govern employment options for international students are determined by federal, state, and local laws and regulations set forth by the U.S. Department of Homeland Security. This policy sets forth the characteristics of on-campus employment and establishes the guidelines and approval process for international students holding valid F-1/J-1 status.

Who Is Governed by this Policy

International students (F&J Visa Classifications)

Policy

International students holding F-1/J-1 status at Adelphi and in good standing may be authorized to engage in employment that occurs on the premises of the Adelphi campus, with the school as the employer, while the student is engaged in a full course of study and maintaining valid status. The designated school official or responsible officer must approve all on campus employment in advance. Such approval may be valid provided the student meets all requirements, but is automatically withdrawn if the student’s program is transferred or terminated.

Location

On-campus employment must either be performed on the school’s premises, or at an off-campus location which is educationally affiliated with the school (related to contractually funded research projects at the postgraduate level).

Duration / Period of Eligibility

On-campus employment can be used throughout the period the student is pursuing a full course of study and maintaining valid status, associated with their student visa. A student completing their course of study must stop working, effective the last day of classes per Adelphi’s academic calendar, unless the student is continuing their academic studies at Adelphi and has obtained a new change of educational level I-20.

Hours Per Week

Employment is limited to 20 hours a week while school is in session, except for official school breaks and the student’s annual vacation, when it may be full-time. The Adelphi work week begins on Monday and ends on Sunday.

Effect on Other Work on Campus / Multiple Positions

On-campus work is treated the same for the 20 hour per week limit. The total number of hours worked for all on-campus positions (adjunct teaching, teaching assistant, graduate assistantship, etc.) must total less than 20 hours per week.

  • Adjunct Teaching: 1 credit course is equivalent to 3 working hours per week. 3 credit course is equivalent to 9 working hours per week.
  • Graduate Assistantship: Hours per week indicated on the GA form.
  • Resident Assistant: Equivalent to 10 working hours per week.
  • Other Assistantship Positions: As determined by the individual hiring department.

Definitions

CFR: In the law of the United States, the Code of Federal Regulations is the codification of the general and permanent regulations promulgated by the executive departments and agencies of the federal government of the United States. The CFR is divided into 50 titles that represent broad areas subject to federal regulation.

Designated School Official (DSO): The Designated School Official interacts with SEVIS and the Student and Exchange Visitor Program (SEVP), deals with other immigration and program administration matters, and is responsible for performing institutional compliance responsibilities, including record-keeping and reporting responsibilities for the SEVIS records of nonimmigrant students in F visa categories.

Educational Affiliation: In the case of off-campus locations, educational affiliation means the location is associated with the school’s established curriculum, and related to contractually funded research projects at the postgraduate level. In the case of on-campus locations, educational affiliation means the location is included in a financial aid package, scholarship, and/or fellowship or assistantship.

Employment: An employee is a worker who performs services for compensation under the supervision, direction, and control of an employer.

Employment Authorization Document: A Form I-766 employment authorization document or EAD card, known popularly as a work permit, is a document issued by the United States Citizenship and Immigration Services that provides temporary employment authorization to noncitizens in the United States.

F-1 Student (Academic) Visa: An F-1 student is a nonimmigrant who is pursuing a “full course of study” to achieve a specific educational or professional objective at an academic institution in the United States that has been designated by DHS to offer courses of study to such students and has been enrolled in the Student and Exchange Visitor Information System (SEVIS).

I-9, Employment Eligibility Verification: Form I-9, officially the Employment Eligibility Verification, is a United States Citizenship and Immigration Services form. Mandated by the Immigration Reform and Control Act of 1986, it is used to verify the identity and legal authorization to work of all paid employees in the United States.

International Student: An F-1 student is a nonimmigrant who is pursuing a “full course of study” to achieve a specific educational or professional objective at an academic institution in the United States that has been designated by DHS to offer course of study to such students, and has been enrolled in the Student and Exchange Visitor information System (SEVIS).

Nonimmigrant: The U.S. Department of Homeland Security defines a nonimmigrant to refer to foreign nationals who are admitted to the United States temporarily for a specific purpose.

Responsible Officer/Alternate Responsible Officer: An employee or officer of a sponsor who has been nominated by the sponsor, and approved by the Department of State, to carry out the duties outlined in 22 CFR 62.11. A Responsible Officer (RO) or Alternate Responsible Officer (ARO) must be a citizen or lawful permanent resident of the United States. The Responsible Officer (RO), located in International Services administers the exchange program on behalf of Adelphi and is available to support academic schools and incoming scholars, providing regulatory support and assistance.

SEVIS: SEVIS is an Internet-based system that provides tracking and monitoring functionality, with access to accurate and current information on nonimmigrant students (F and M visa) and exchange visitors (J visa), and their dependents (F-2, M-2, and J-2). SEVIS enables schools and program sponsors to transmit electronic information and event notifications, via the Internet, to the DHS and DoS throughout a student’s or exchange visitor’s stay in the United States. SEVIS will be informed of status events for students and exchange visitors including, but not limited to, entry/exit data, changes of current United States address (residence), program extensions, employment notifications, and changes in program of study.

Social Security Number: A nine-digit number issued to U.S. citizens, permanent residents, and temporary residents under section 205 of the Social Security Act, codified as 42 U.S.C. § 405.

Procedures

Approval Process

To work on campus at Adelphi University as an international student, the student must complete the following actions within three pay periods (six weeks) from the employment start date. If not completed, within the six-week timeframe, the student must stop working. The student is also responsible for maintaining employment eligibility and filing income taxes annually with the Internal Revenue Service.

  1. Find a job on-campus
  2. Secure evidence of employment
  3. Obtain approval from International Services
  4. Start working
  5. Apply for a Social Security Number
  6. Submit the Change of Personal Identification Form to One Stop Student Services Center
  7. Complete all required tax forms for the Adelphi Payroll Office
  8. Submit the necessary documents to Human Resources

Finding a Job On-Campus

Most on-campus student jobs are listed on Handshake. Click “Job Postings” choose Position Type: On-campus, and then view available openings. For assistance finding a job, contact the Center for Career and Professional Services at careercounselor@adelphi.edu.

Securing Evidence of Employment

Once hired, the student must request an employment offer letter from the hiring manager to provide to International Services. This letter is required by the Social Security Administration Office to apply for the SSN. The letter must be on official Adelphi letterhead, with a wet signature from the supervisor, dated within 30 days of the employment start date, and include the following: student’s legal name (as listed in their passport), job title, description of duties, employment start date, number of hours per week, supervisor contact information (name, title, contact information) and Employer Identification Number (EIN).

Obtaining Approval from International Services

Once the student receives a job offer, approval must be granted from International Services before starting work. With approval from International Services, the student can begin working immediately. However, within three pay periods (six weeks), they must complete all required actions to be authorized for on-campus employment from Human Resources. If the student does not receive approval from Human Resources within the six-week timeframe, they must stop working.

  • Students Not Previously Authorized to Work On-Campus at Adelphi and Not Issued the SSN – These students must submit the Social Security Number Letter request using the International Services Portal, available through eCampus. As part of the request, the student must upload a PDF of the evidence of employment (offer of employment from the hiring department at Adelphi).
  • Students with SSN but not Authorized to Work On-Campus at Adelphi – These students must begin with submitting the Change of Personal Identification Form to the One Stop Student Services Center, followed by the Tax form process with Payroll and finally the Human Resources forms.
  • Students Previously Authorized to Work On-Campus at Adelphi – These students can begin working immediately and no additional actions are required.
  • Students Employed by AUI, Chartwells, or Follett – Students employed by on-location commercial firms which provide direct services for students on campus, such as the school bookstore or cafeteria must follow the employment authorization procedures directly with the specific employer.

Apply for a Social Security Number

The Social Security Number (SSN) is a nine-digit number issued by the Social Security Administration office to eligible noncitizens for employment purposes. To apply, the student must provide a letter from their designated school official that the student is in valid F-1 or J-1 status, is eligible to work on campus, confirms their current school status, and identifies the employer and the type of work they are or will be doing. The student must apply in person to the local Social Security Administration office within the county where they physically live. This must be done within 30 days of the date of both the employment offer letter and the International Services letter. The student must provide original documents of all required forms. If in initial status, the student must wait 2 weeks following the SEVIS registration from their Designated School Official or Responsible Officer.

  • Request Letter from International Services
    • Submit the Social Security Number Letter request using the International Services Portal, available through eCampus. As part of the request, the student must upload a PDF of the evidence of employment (offer of employment from the hiring department at Adelphi).
    • Once the request has been submitted, International Services will confirm the student is eligible for on-campus employment and issue the required letter to the student.
    • Estimated Processing Time: 2-3 business days
  • Apply for the SSN
    • Gather required documents: Social Security Number Requirements
      • Application for a Social Security card (SS-5)
      • Valid Original I-20 or DS-2019
      • I-94 Arrival Document – Most Recent
      • Unexpired Foreign Passport
      • Evidence of Employment (Offer letter from hiring manager)
      • Letter from their Designated School Official or Responsible Officer (International Services)
    • Begin the application process online: Social Security Number and Card
    • Apply in person at local office: Social Security Office Locator
    • Receive Card: The student will receive their card in the mail at their current physical address. If the student does not receive the card within three weeks, the student should contact the Social Security Administration Office at 1-800-772-1213.
    • Estimated Processing Time: 2 weeks (A student’s application that needs additional administrative processing can take longer than two weeks).
    • Notify International Services upon receipt of the card: Email is@adelphi.edu

Receipt of Card

Once the physical card has been received, the student must email International Services at is@adelphi.edu to notify the office the card has been received. International Services will then instruct the student of the next steps to take and communicate with the University Payroll Office to initiate the electronic tax form process.

Change of Personal Identification Form

Once the student has received their physical social security card, they must take the following actions:

  • Complete the Change of Personal Identification
  • Bring the form, along with the social security card to the One Stop Student Services Center, located on the lower level of Levermore Hall.
  • Estimated Processing Time: Same Day Submitted

Payroll Tax Form Process

The student will receive an email to their Adelphi issued address from the Adelphi Payroll Offices within 2 – 3 days from notifying International Services they have received their SSN. The notification will include a link, password, and instructions to complete a series of electronic tax forms. If a student needs assistance with this step, they must contact the Universities Payroll Office.

The student must take the following actions to complete this step.

  • Log into FNIS using the assigned link and password to complete all forms and submit when finished.
  • Wait for a response from the Adelphi Payroll office notifying the student to move on to the next step.
  • Estimated Processing Time: 5-7 days.

Human Resources Process

Once notified by Payroll, the student must present the proper immigration documents (form I-20, I-94 arrival document and valid passport) to Human Resources and complete the New Hire Forms.

Students should contact Human Resources at humanresources@adelphi.edu with any questions.

Filing Income Taxes

All international students employed on campus are responsible for filing annual tax forms. Federal tax filing obligations are governed by the Internal Revenue Service. State tax filing obligations are governed by the Department of Taxation and Finances in the state you received income.

The U.S. tax system is organized according to the calendar year, which runs from January 1 – December 31 and is a pay-as-you-go system. Generally, automatic tax withholdings are deducted from your paycheck or stipend, and some scholarships you receive. This amount is estimated based throughout the year on information you provided in your W-4 Form and other tax documents.

When you file your annual tax return in April for the preceding year, the exact amount of annual income tax due and paid is calculated. If you paid more than what was owed, you will receive a tax refund. If it is determined that you owe more than was withheld, you will need to pay additional taxes.

Not every international student or scholar pays the same amount of taxes. The amount is based on:

  • The type of income you have received, such as a scholarship / fellowship, wages, prizes, royalties, etc.;
  • Your Tax Residency Status;
  • Whether your home country has a Tax Treaty with the United States.

Forms

Related Information

Document History

  • Last Reviewed Date: June 3, 2024
  • Last Revised Date: June 3, 2024
  • Policy Origination Date: Unknown
  • Last Approval Date: September 25, 2024

Who Approved This Policy

Executive Leadership

Policy Owner

Policy Experts

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