International students should check with the foreign student advisor for school requirements and procedures governing the authorization of campus employment. For an explanation of on-campus employment options for students in F1 or J-1 student status, click visit the Office of International Education.
International students must be enrolled for a full course of study and be making satisfactory academic progress. Students must be enrolled in the subsequent fall term in order to be employed during the summer.
Student employment for international students is limited to jobs on the Carnegie Mellon campus. On campus is defined as work for Carnegie Mellon University. Hours are limited to 20 hours per week during periods of enrollment and 40 hours per week during periods of non-enrollment (such as summers and academic breaks.)
Social Security Number (SSN) for On-campus Employment
F-1 or J-1 students who have secured an on-campus job, but lack a SSN, must use OIE's (Office of International Education’s) Social Security Number Form / F-1 or J-1 Student On-campus Employment.pdf. The hiring department will first sign the form to verify the employment AND then OIE will sign to verify immigration status. The form is required in order to proceed with the SSN application process.
Payroll Processing: Forms & Information
Prior to your first day of work, you need to complete the necessary paperwork to ensure you are paid accurately and promptly. This paperwork will be available from Payroll Services, located in the University Technology Development Center (UTDC) at 4516 Henry Street. Contact Payroll Services at 412.268.2097 or send e-mail to firstname.lastname@example.org.
1. I-9 Form- Federal Employment Eligibility Verification
As a first-time student employee at Carnegie Mellon University, you must complete the Form I-9 which is for employment eligibility verification. All I-9 forms are processed in Payroll Services, located in the University Technology Development Center on Henry Street. The Dept. of Homeland Security requires that all new employees complete the I-9 form within 72 hours of employment. An employee will not be paid unless a completed I-9. Form is on file in Payroll Services. Federal regulations require that you present specific documents for identification. For example, if you have a U.S. passport, you need no further documentation. The list of approved forms is on the Payroll Services website.
2. The W-4 Form
The W-4 is the IRS form that employees complete and sign to determine the amount of federal tax withholding. If an employee does not complete a W-4, IRS requires a default of "Single and 0."
3. Payment Options
Employees are encouraged to sign up for Direct Deposit of their earnings. With direct deposit, funds are electronically deposited into a designated savings or checking account. The Direct Deposit form can be downloaded from the Payroll Services website.
Employees who opt to receive a paper check are responsible for picking up their check at the Payroll Services Office.
4. I-Pay Statement
In order to see a copy of your pay statement, payment records, and have the ability to update your contact information, email address and phone number you must register for I-Pay. Instructions for registering for I-Pay are on the Payroll Services website.
5. Pennsylvania Act 32/Local Earned Income Tax
PA Act 32 requires Carnegie Mellon to collect Earned Income Tax (EIT) on behalf of its employees for the local municipality in which they live or work. Students who are employed at Carnegie Mellon in Pennsylvania are required to take action to ensure that the amount of tax withheld is correct and that the tax is disbursed correctly according to the tax residency address. Determining the tax residency address can be confusing for students due to the varied nature of student permanent addresses, foreign residency status, definition of tax residency, etc. For a list of Frequently Asked Questions (FAQ’s) that address many of the questions that student employees may have related to PA Act 32 go to: www.cmu.edu/finance/payroll/eit-faq/index.html.
Failure to complete key actions may result in Local Earned Income taxes being withheld inaccurately. The recourse for students who complete the requirements late or after employment has begun will be to file for a refund during the annual tax filing cycle (in April of the following year, for most people.) Students are strongly encouraged to comply when newly employed at Carnegie Mellon.