EMPLOYMENT

Process for Non-Immigrant Employees
This procedure is for the hiring of non-immigrant employees only (those employees who are not United States Permanent Residents or Citizens). It applies to all non-immigrant employees: Academic, Staff, and Student employees both career and casual, WITH or WITHOUT SALARY.
NOTE: Do not process any employment forms until employment eligibility has been established by the International Center. If the employee is ineligible for employment, the home departments will be notified immediately. If you have any questions, please contact the International Center at (949) 824-7249.

STEP 1
Prior to hiring a non-immigrant employee, the departments must complete the Non-Immigrant Employee Verification Form. Do not omit any of the requested information. The prospective employee should complete Section 1 of the form and provide the departments with copies of documents applicable to his/her status.

The completed form and copies of employee’s documents should be mailed to:

International Center
Zot Code: 5255

STEP 2
Upon receipt of the Non-Immigrant Employee Verification Form, the following forms will be prepared by the International Center:

• I-9 Employment Eligibility Verification
• Statement of Citizenship
• W-4: UCI Withholding Allowance (if applicable)
• IRS Form 8233/Tax Treaty: Exemption from withholding on compensation for independent personal Services of a Nonresident Alien (if applicable)
• Tax Treaty Article (if applicable)STEP 3
  The employee will then be contacted by the International Center to schedule an appointment to sign these forms. At the time of the appointment the employee must provide the International Center with the following original documents:
• Visa document (DS2019, I-20, H-1B Approval Notice, or Employment Authorization Document)
• Valid passport
• Visa Stamp
• I-94
• Social Security Card or receipt of application
• Proof of Health Insurance (J-1 Scholar only)

STEP 3
The employee will then be contacted by the International Center to schedule an appointment to sign these forms. At the time of the appointment the employee must provide the International Center with the following original documents:

• Visa document (DS2019, I-20, H-1B Approval Notice, or Employment Authorization Document)
• Valid passport
• Visa Stamp
• I-94
• Social Security Card or receipt of application
• Proof of Health Insurance (J-1 Scholar only)

STEP 4
When all documents are verified for employment and tax treaty eligibility, the prospective employee will sign his/her employment papers. Our office will return the necessary paperwork to the departments for attachment to the employment packet. For employees claiming tax treaty exemption, tax forms will be sent directly to the Payroll Office.

The following forms will be returned to the departments after the employee has presented documents and signed all required forms:

Employees With Salary – No Tax Treaty
- Original I-9 and photocopies of visa documents
- Original Statement of Citizenship (with codes for on-line entry)
- Original W-4: UCI Withholding Allowance Certificate

Employees Without Salary
- Original I-9 and photocopies of visa documents
- Original Statement of Citizenship (with codes for on-line entry)

Employees With Salary – With Tax Treaty
- Original I-9 and photocopies of visa documents
- Photocopy of Statement of Citizenship (with codes for on-line entry)
- Photocopy of W-4: UCI Withholding Allowance Certificate
Note: The International Center will send the following forms to the Payroll Office:
- Original W-4: UCI Withholding Allowance Certificate
- Original Statement of Citizenship
- IRS Form 8233
- Tax Treaty Article

For more information, please see: Non-Immigrant Employee Process Flow Chart
(Acrobat Reader required to view and print)

Process for Hiring New Graduate F-1 Student (Double Bind Memo)
The Double Bind Memo should be requested from the International Center if a New Graduate Student (with employment position as: Graduate Student Researcher, Teaching Assistance, Teaching Associate or Associate In, Reader, or Tutor) is expected to hold a tuition fee remission appointment, which will remit all or part of student’s tuition/fee assessment for the quarter.

The below procedures are IN ADDITION to the steps mentioned in "Employment Process for Non-Immigrant Employees" (above). Make sure to COMPLETE BOTH, the above steps AND the below procedures.

Procedures

• Check in with your academic/hiring departments on campus.
• Request Cover Memo, Non-immigrant Employee Verification Form, and Letter of Employment/Award Summary (if no Social Security Number) from academic/employing departments.
• Submit the following documents to the International Center:
  1. Cover Memo from academic/employing departments (original).
  2. A copy of your passport (the page with your picture and expiration date).
  3. A copy of your I-94 (front and back).
  4. A copy of your visa stamp.
  5. Student Check-In Form (may be obtained from the International Center).
  6. Non-immigrant Employee Verification Form
• Request Double Bind Memo from the International Center.
• Deliver Double Bind Memo and Department Cover Memo to the Office of Graduate Studies Front Desk, Administration Bldg., Room #120.
• Enroll in classes through WebReg at www.reg.uci.edu or call TELE to enroll in classes and pay any remaining fees (if applicable) before fee credits can be officially paid.
• Submit the following documents to the International Center:
  1. Proof of enrollment in at least 12 units (printout may be obtained from the Registrar’s office).
  2. Letter of employment from academic/hiring departments, or award summary letter if it specifies appointment and dates of employment (letter should be on departments letterhead and signed).
• Request social security letter from the International Center.
• Schedule an appointment with the International Center to complete employment paperwork (your hiring departments will notify you when you can set an appointment).
• At the time of your appointment, you will need to bring your original passport, I-20, I-94, visa stamp, social security card or receipt (if a receipt was given to you), and confirmation of tuition/fees payment.

  NOTE: If you are a NEW TRANSFER GRADUATE STUDENT, you must complete the transfer of your immigration document first! Please contact the International Center (949) 824-7249 regarding the transfer procedure.

For a Sample Cover Memo, Flow Chart, and more information, please download:
Double Bind Memo (Acrobat Reader required to view and print)