A Social Security number (SSN) is a unique nine-digit identification number used to track income and determine benefits. An SSN is required for anyone who works and receives their pay in the U.S. You will be prompted to provide your SSN during the Workday onboarding process. Be vigilant. Always protect your SSN [pdf].

What happens if I do not yet have an SSN when I am hired?

• U.S. Citizens and Lawful Permanent Residents: You must provide your SSN during onboarding. If you do not know your SSN, ask a parent or guardian. If you have lost your Social Security card, you should apply for a replacement card. Any U.S. citizen age 18 or older with a valid driver’s license can apply online for a replacement Social Security card.
• International Student Workers (F-1 and J-1): If you do not have an SSN, you can proceed with onboarding and complete the Form I-9. You can also begin work. Make sure to enter your SSN in Workday as soon as you receive it. If you have not applied for an SSN, it is critical that you do so as soon as possible:
  1. Work with your hiring department/supervisor to complete the Social Security Number Form: F-1 or J-1 Student On-Campus Employment [pdf].
  2. Take the completed form to the Office of International Education (OIE).
  3. Apply for your SSN. Refer to the Social Security Number Application Instructions [pdf] for additional information on how to obtain an SSN.
  4. As soon as you receive your SSN, enter it in Workday. View the step-by-step guide [pdf] or the how-to video for instructions.

• You will be presented with various documents related to your employment at CMU to review and acknowledge. It is important that you read the contents of each document carefully.
• If you are under the age of 18, you must contact HR Student Worker Services to request an Intellectual Property Policy Agreement Form for Minors. This form must be completed by your parents.

• You will be presented with your legal name as it appears in Student Information Online (SIO). Your legal name in Workday should match your name as it is appears on your Social Security card.
• Updates to your preferred name, which is displayed in Workday and the CMU directory, must be done in SIO.

Federal law requires employers to verify the employment eligibility and identity of all employees hired to work in the United States. As a new student worker, you are required to complete the Form I-9 within three days of beginning work. Failure to complete the Form I-9 within the required timeline may jeopardize your employment.

Need help completing the Form I-9? Refer to the Student Worker Form I-9 Verification page for step-by-step instructions.

The Form I-9 has two sections:

• Section 1 must be completed on or before your first day of work. You will find the task to complete Section 1 in your Workday inbox after you complete your initial onboarding tasks.
• Section 2 must be completed within three days of your start date. Section 2 is completed by presenting your employment authorization documents in person to Student Worker Services or an authorized representative. Make sure to bring original, unexpired employment authorization documents to your appointment. Electronic or expired documents will not be accepted.
  • Pittsburgh Campus:
    • We recommend that you schedule an appointment; however, walk-ins are welcome. Scheduled appointments take priority, so walk-in appointments may experience a wait.
    • Location: 4516 Henry Street
    • Appointment Hours: Monday through Friday from 9 a.m.–noon and 1–4 p.m.
  • Silicon Valley Campus:
    • Email student-workers@sv.cmu.edu to make arrangements to complete Section 2.
  • All other US locations:
    • Contact Student Worker Services for instructions on completing the Form I-9 from your location.

• Opening a U.S. bank account is the easiest and most convenient way to receive your pay. While you may use any bank you wish, PNC Bank partners with Carnegie Mellon University partners and has a number of locations nearby.
  • See the Payment Elections Quick Guide [pdf] for instructions on adding a bank account in Workday.
• If you do not provide a U.S. bank account during onboarding, your pay will be funded to a Wisely by ADP Paycard.

Important Information About Wisely Paycards

• Upon being assigned a paycard, you will receive an activation email from ADP. Activate your Wisely paycard.
  • If you did not provide a Social Security number during onboarding, call HR Student Worker Services at 412-268-4600 to confirm your identity and get a temporary identification number. You will need this number to activate your paycard.
  • If you entered your U.S. bank account during onboarding and still received an activation email from ADP, there was an issue with the banking information that you provided and at least one of your payments was made to a Wisely Paycard. Call HR Student Worker Services at 412-268-4600 for assistance.
• Your paycard will be sent to the primary home address that you have on file in Workday.
  
  • Domestic students: Your primary home address in Workday is the same as your permanent address in SIO. It might be a parent's, guardian’s or other family member's residence; your primary address is not where you are temporarily living while enrolled and taking classes.
  • International students: Your primary home address in Workday will typically be the same as your off-campus residence address in SIO. Your off-campus residence address in SIO should reflect where you are living while taking classes.
• If you do not receive your paycard within 14 days, contact ADP at 866-313-6901. You will be required to provide your Social Security number or temporary identification number to request a new card.

• Carnegie Mellon is required to withhold federal, state and local taxes from each pay you receive and remit to the appropriate taxing authority. During onboarding, you will complete your federal and state W-4 forms.
• Before you complete your tax forms:
  • Make sure you have a valid Social Security number (SSN) in Workday. If you are still in the application process, do not complete your tax forms until you have received your SSN and entered your information in Workday.
  • Confirm that your work and primary home address are correct.
    • Changes to your work address must be made by your hiring department.
    • Changes to your primary home address must be made in Student Information Online (SIO) and will be updated within 24 hours.
  • Refer to the Electronic Tax Forms System Guide [pdf] for instructions on completing electronic tax forms.

Important Information for Foreign Nationals (Non-Resident Aliens)

• If you are a Foreign National (Non-Resident Alien) of the U.S., you should answer “No” when you are prompted to review the Form 8233. You will be contacted by CMU’s Payroll department regarding the Foreign National Information System (FNIS).
• Refer to Tax Resources for Foreign Nationals for important information taxation and tax treaties.

Once you have finished all your onboarding tasks and your start date arrives, you can start working in your new role.