Non-Pittsburgh Location Student Workers
Before Your First Day
Congratulations on becoming a student worker* at Carnegie Mellon University! There are several steps you must take before you begin working. Please be sure to complete the steps below in the order they are listed to help ensure your student worker onboarding is done in a timely manner.
* Please note that students of other institutions who are employed at Carnegie Mellon should refer to the resources for Faculty and Staff.
Step 1: Accept the Offer
After accepting the job offer, your hiring department will process your hire in Workday. This will initiate the onboarding tasks in your Workday inbox.
Step 2: Log in to Workday and Complete Required Onboarding Tasks
- Register for DUO Mobile. Register for DUO Two-Factor Authentication in order to successfully log into Workday.
- Complete Form I-9, Section 1. While it is recommended that you complete Section 1 of the Form I-9 prior to your first day of work, federal law requires employees to complete Section 1 no later than the end of business on your first day of work. For more information related to the Form I-9, review the Form I-9 FAQs.
- Compile I-9 Document(s). After you complete Section 1 of the Form I-9 in Workday, compile your original documents for Form I-9 Section 2 from the List of Acceptable Documents [pdf]. Please note that the documents cannot be expired and no photocopies or electronic versions of your documents will be accepted. Section 2 of the Form I-9 will be completed at an in-person appointment. (See Step 3.)
- Review Documents. Review the Workers’ Compensation Notice, CMU Intellectual Property Agreement, and the Universal Availability Notice for the Retirement Plan. You must check all boxes to accept the documents on the form and then click submit at the bottom of the page to mark this task as complete.
- Confirm Legal Name. Review your legal name in Workday to ensure it is correct or make any necessary changes. Please be sure to click submit on the task in your Workday inbox to mark it as complete.
Step 3: Complete the Form I-9, Section 2
After the initial onboarding steps are submitted in Workday, you will need to have your I-9 finalized and the E-Verify process completed* by a designated I-9 verifier. Student workers located at the Silicon Valley campus in California can email email@example.com to make an appointment to complete Form I-9 Section 2. Student workers with other CMU local business offices will complete Section 2 at this office. If you are not in proximity to a CMU business office, please follow the Instructions for Remote Employees [pdf].
While you are encouraged to complete these steps prior to your first day of work, the Form I-9 Section 2 and E-Verify are required by federal law to be completed no later than the end of business on the third business day following your first day of work:
- Complete Form I-9, Section 2. You must present acceptable identification and work authorization documents to an authorized I-9 verifier before the end of business on the third business day following your first day of work. Please see Compile I-9 Document(s) in Step 2 above for more information on acceptable I-9 documents.
- Complete E-Verify*. Depending on the project to which you are assigned, Carnegie Mellon University may be required to verify your employment eligibility using E-Verify. Your department will provide you with the necessary form if this is required for your position.
*The E-Verify process is not required for all CMU positions at this time. Check with your department if you are unsure whether you are required to complete this step.
Day One and Beyond
Once your I-9 has been finalized by an authorized I-9 verifier and your other onboarding tasks are completed, you will be ready for your first day of work at CMU. The following tasks can be completed before your first day of work but can also be reviewed and updated at any point throughout your employment.
Step 4: Submit Tax and Payment Elections in Workday
After your I-9 is finalized, you will be able to complete your tax elections and set up your payment elections (direct deposit). Employees are required to provide a Social Security number for tax purposes. Your Social Security number must be on file in order to complete the following tasks in Workday:
- Submit Tax Elections. You will need to complete your federal and state W-4 forms. You may also download the PA-REV-419 form if you live in a reciprocal state and wish to stop Pennsylvania taxes from being withheld. For more information about reciprocal state withholding please see Payroll Taxes FAQs.
- Quick Guide: Electronic Tax Forms (W4 and Multi-State) [pdf]
- Submit Payment Elections (Direct Deposit). Until direct deposit is set up and approved, the default payment method is via Wisely ADP Paycard which will be sent to your primary address in Workday. Please note that Wisely ADP paycards will not be mailed internationally. View the Payroll Resources page to learn more about Wisely ADP Paycards.
- Quick Guide: Add and Change Direct Deposit Elections [pdf]
Special considerations for non-Pittsburgh student workers completing their tax elections: It is important to make sure your work location is correct in Workday. If you are incorrectly categorized as a Pittsburgh employee, you will be charged Pittsburgh city taxes. Please also be sure both your residence and work addresses are correct before completing a new Form W-4, as these addresses are used to determine your home and work tax elections. Any changes to your primary address must be made in Student Information Online (SIO) and will integrate into Workday within 24 hours. Your department will need to make any necessary changes to your work address.
Missing your Social Security Number? The most efficient way to provide your Social Security number for tax purposes is to include it in Section 1 of your Form I-9. If you did not include it on your Form I-9, you will need to call the HR Service Center at 412-268-4600 to verify your identity and provide your Social Security number. If you have lost your Social Security card, you should apply for a replacement card as soon as possible. Any U.S. citizen, age 18 or older, with a valid driver’s license can apply for a replacement Social Security card online. The Social Security Administration website provides information about replacement Social Security cards.
Step 5: Review the Student Workday Guides
In addition to being used to complete your onboarding tasks at CMU, Workday allows student workers to view and edit a variety of aspects of their employee account. Quick Guides are available to help you navigate through Workday self-service processes, including:
- Entering Time Worked [pdf]
- Self-Identification in Workday [pdf]
- Viewing Payslips [pdf]
- Workday Mobile: Installation Instructions [pdf]
Additional Steps and Information for International Student Workers
The following sections contain helpful information for international student workers. Please note that some of the information pertains to onboarding steps that should be completed before your first day, while other information is relevant throughout your time as a student worker at CMU.
Accept the Offer (Additional Information)
- F-1 and J-1 students may work on campus 20 hours or fewer per week while school is in session and full time during vacation terms or official school breaks.
- F-1 students do not require additional permission for on-campus work.
- J-1 students must have permission from their program sponsor prior to beginning on-campus employment if the employment is not listed as a source of funding on their DS-2019.
For more information on F-1 and J-1 work requirements, please visit the Office of International Education’s website.
Form I-9 (Additional Information)
Certain individuals who present a List A document, such as nonimmigrant students and exchange visitors, must present additional documentation in order to prove their work authorization in the U.S.
For information on additional documentation requirements, please visit additional document requirements on the USCIS website.
Apply for a Social Security Number (If You Do Not Have One Already)
Every employee must provide their Social Security number for accurate payroll processing and proper tax filing per IRS guidelines. This requirement also applies to resident and nonresident alien employees.
You must have a Social Security Number to:
- Ensure accurate taxes are deducted. Non-resident and resident aliens must have a Social Security number in order to complete the Foreign National Information System (FNIS) tax forms. Please see the Complete FNIS Application section below for more information related to FNIS tax treaties.
- Enroll in university sponsored benefits including health insurance.
- Enroll in direct deposit for your pay. If you do not have direct deposit, paper checks will be held at the HR Service Center for one month and then mailed to your primary address in Workday.
If you have a Social Security number, you can provide it on your Form I-9 Employment Eligibility Verification. Although it is not required to enter your Social Security number on Section 1 of the Form I-9, it is highly encouraged. You can also provide your Social Security number by calling the HR Service Center at 412-268-4600 to verify your identity and provide your Social Security Number.
Foreign nationals who do not have a Social Security number must apply for one as soon as they accept an offer of employment. The Office of International Education has provided Social Security Number Application Instructions [pdf] that outline the application process.
Refer to the Social Security Administration’s International Students and Social Security Numbers [pdf] for the supporting documents that are required when you visit the local Social Security Office. A multi-language version of the publication is also available.
For more information on applying for a Social Security number, please visit the Office of International Education’s website.
Manage Your Tax Elections
A nonresident alien subject to wage withholding must give their employer a completed Form W-4 to enable the employer to calculate accurate income tax withholdings.
For Forms W-4 Completed After December 31, 2005 by Nonresident Aliens:
- Select “YES” when asked if you are a Nonresident Alien. This will pre-fill the federal W-4 form to reflect the answers to numbers 2–4 below in the electronic Form W-4.
- Check "Single" marital status on line three, regardless of actual marital status.
- Claim only one withholding allowance on line 5, unless you are a resident of Canada, Mexico, South Korea, a U.S. national, or a student or business apprentice from India.
- Do not claim "Exempt" withholding status on line 7.
For supplemental W-4 instructions for nonresident aliens, please refer to IRS Notice 1392: Supplemental Form W-4 Instructions for Nonresident Aliens [pdf].
Resident aliens may complete the Form W-4 as desired, but should consult a tax professional for guidance. In general, a resident alien's income is subject to taxation in the same manner as that of a U.S. Citizen.
Resident aliens must report all wages, other compensation for services, and other types of income on the U.S. tax return filing with the IRS. These amounts must be reported whether earned from sources within or outside the United States.
For additional tax information relevant to International Students and Scholars, please visit https://www.cmu.edu/oie/settling-in-guide/tax-information.html.
Complete FNIS Application (Annual Requirement)
Foreign National Information System (FNIS) is the online application for Windstar, which permits foreign nationals to provide and submit tax treaty information electronically. If you are a foreign national, the HR Service Center will contact you via email to complete information through FNIS after you have completed your onboarding tasks and have provided a Social Security number. Without this information, we cannot provide you with applicable tax exemptions.
Exemptions to Social Security and Medicare taxes are only extended to foreign nationals once they have submitted their information via FNIS (Windstar). Payroll can reimburse over-withheld FICA taxes (OASDI and Medicare) only if the FNIS process was completed. Payroll will not reimburse federal withholding. If the IRS sees that a refund of federal withholding is owed, the IRS will issue the refund after taxes are filed in the spring for the previous year.
For more information, please visit the FNIS FAQs.
Update Your Work Authorization Documents (As Applicable)
Since your authorization to work in the U.S. is time restricted based on your current status, you will need to provide updated work authorization documents as they become available. You will receive a reminder to present your updated documents a few months before the expiration date of your current work authorization document on file in Workday.
You do not need to bring in new work authorization documents if you will not be working at CMU after the expiration date of your current documents on file.