Hiring a Non-Resident Alien (a.k.a. Foreign National) @ Penn
Payroll Tax
HR Records
Assumption: ‘New Hire’ coming has been communicated to all
Payroll/HR
Coordinator
OIP
OIP
Non-Resident
Non-Resident
Alien
Alien
Host
Host
Department
Department
(Draft – For Discussion Purposes Only)
Candidate
Selected
Offer Letter Sent
Receives
Immigration
‘Packet’ from
Hosting Dept.
Refers Scholar to
OIP
Submits Req’d Documentation (FNIF, I-94, Visa Passport, W-4, Vol Self ID, etc.)
Submits
Appropriate
Immigration
Documentation
Prepares
Appropriate
Immigration
Documentation
(may take 3 weeks)
Applies &
Receives VISA
Arrives at Penn
Sends
Immigration
‘Packet’ to
Hosting Dept
Conducts
Orientation
Sessions
Includes info re:
10 day SS# wait
After 10 business days,
applies for SS# from
SSA; received receipt
No
If Minimum Record is OK,
go to the Payroll Tax Office
to sign Form 8233
Yes
Tax Treaty?
SS#?
No
Yes
Receives SS# from SS Admin
Completes/signs
Penn SS Form for
Scholar to take to
SSA
Requests
Temporary SS#
for PennWorks
Issues
Temporary SS#
for PennWorks
Reviews Documentation
for Completeness
Completes I-9 w/I 3
business days;
if no SS#, indicate
‘applied for’ on I-9
Enters employee in
PennWorks – Minimum
Record TX
Submits copy of all
documents, including
SS ‘receipt’ if applicable
HR Super User
enters new SS#
on I-9
Reviews I-9 and
submits copy of all
documents
Enters new SS#
in PennWorks
Reviews all documentation,
enters info in WindStar
Minimum Record
flipped to OK
Gives FN Form
8233 to sign