Scholar Checklist
Welcome, scholars! We know starting a new position can be a busy and exciting time. Once you arrive on campus, you can use this checklist to stay on track during your first days.
- Secure temporary housing.
- Report to your academic department. Your department should be able to provide you with information about your email account, office and/or lab space, office telephone, computer facilities, and CMU ID card.
- Attend OIE's Scholar Orientation and Complete the Immigration Registration. New scholar orientation is hosted every Thursday beginning at 1:00 p.m. Within the first week of your arrival, email OIE at oie@andrew.cmu.edu to reserve your space. After you have registered, OIE will email you prior to the orientation session with meeting details. This check-in is required, failure to check-in will result in the loss of your legal status.
- Get your affiliate or staff identification card (ID) at the Hub. If you will be paid by CMU, you can obtain an ID card three to four days after your department has entered your information into the Human Resources system. If you will not be paid by CMU, your department will give you a form (Affiliate Card Request) to take to The HUB for you to obtain an ID. The Hub is located in the basement of Warner Hall. You must have photo identification (a passport is acceptable) with you when you apply for your ID card. Benefits-eligible faculty and staff members may use their card to ride Pittsburgh public transportation for free. Scholars who are not benefits eligible will receive a Carnegie Mellon Affiliate ID card which does not allow for the free bus pass benefit.
- Locate off-campus housing. CMU's Off-Campus Housing Office can provide general tips as well as specific information on available apartments and houses for rent. You can also stop by the office on the first floor of Morewood Gardens E-Tower or call them at: (412) 268-2139.
- Open a bank account. Take into consideration services and fees associated with checking and savings accounts, interest rates, ATM machine access, credit and debit card availability, as well as telephone and web banking. You may want to open an account after you find housing so that you can choose a bank located conveniently near your apartment or house. You may want to review these local bank options:
- Purchase health insurance for yourself and dependents, if you do not already have it. Health insurance is a necessity in the US because the cost of routine and emergency health care is extremely expensive. J visa holders are required by U.S. federal law to have health insurance. More information about health insurance can be found at University Health Services or at Human Resources for those with CMU benefits.
- Apply for a Social Security Number (SSN). Scholars find it convenient to apply for a permanent SSN when they arrive in Pittsburgh. You will be asked for the SSN at the bank, by your landlord, CMU payroll office, etc. It's the closest thing that Americans have to a national identification number although you are not required to have one unless you will be paid in the U.S. Apply at a nearby Social Security Administration (SSA) office at least 10 days after you have entered the U.S (and after you have attended scholar orientation at OIE). It takes approximately 10 days for your entry to the U.S. to be recorded in the immigration database, that the SSA must check before they can assign a number to you. You must take your passport, DS-2019, I-94 card (found in your passport) and the SSN application (SS-5). Further information can be found on our website.
- Complete the Onboarding checklist/I-9 process. If you will be paid by CMU, make sure you complete the Human Resources (HR) onboarding process, which will include completing the I-9 at the CMU Payroll Office (4516 Henry Street) within three days of your employment start date. Helpful documentation to bring with you includes your passport, DS-2019 and I-94, as well as your Social Security card. Unless you claim a tax treaty based on the specific treaty between your home country and the U.S., U.S. federal taxes will be withheld from your paycheck. You will also pay state and local income taxes. If you are not being paid by CMU, you do not need to complete these steps.