International Payroll Processing FAQs

I have been offered a job at WVU. What steps do I need to take to begin processing for payroll?

There are certain steps that you must complete before you can begin processing for payroll. You must:

1. Be physically present in the United States,
2. Have a U.S. Social Security number or have met with the Social Security Administration to apply for a Social Security number, and
3. Have a U.S. bank account.

I do not have a U.S. Social Security number. What do I need to do to get one?

The U.S. Social Security Administration will only issue a Social Security number to international students that have been offered a job. Once you have been offered a job, the steps to follow will depend on your non-immigrant status.

F-1 and J-1 students: Follow the instructions on the WVU International Students & Scholars Services (ISSS) student employment page. You must follow the instructions in the order they are listed.

J-1 non-students: Complete SEVIS check-in with WVU ISSS, then visit the Social Security Administration to apply for a U.S. Social Security number. You will need to present your foreign passport, Form I-94, and Form DS-2019, as well as a completed Form SS-5 [PDF].

H-1B, O-1, and TN: Visit the Social Security Administration to apply for a U.S. Social Security number. You will need to present your foreign passport, Form I-94, and a completed Form SS-5 [PDF].

Other nonimmigrant statuses: Please contact the Social Security Administration for instructions on what steps you should take to apply for a U.S. Social Security number. The Social Security Administration can be contacted at 1-800-772-1213.

What documents and information do I need to have to process for payroll?

To determine your tax status, you must provide your full U.S. travel history (entry and exit dates as well as visa type) for the current year as well as the previous two years as well as entry and exit dates for all visits to the United States in F or J status, even if those visits occurred more than three years ago.

To determine your tax treaty eligibility, you must provide your current foreign passport, your Form I-94 admission record (available online from U.S. Customs and Border Protection), your U.S. Social Security card or Social Security card application receipt, and your Form I-20 (if in F-1 status) or Form DS-2019 (if in J-1 or J-2 status).

To determine your employment eligibility, you must provide sufficient documents from the U.S. Citizenship and Immigration Services List of Acceptable Documents for Form I-9, Employment Eligibility Verification. You must provide either one document (or a combination of multiple documents that are considered one document when presented together) from List A or one document from each of Lists B and C. Additional information is available from U.S. Citizenship and Immigration Services on completing Form I-9 and what documents are acceptable for F-1 students and J-1 students and non-students.

Is walk-in payroll processing service available for international students and employees?

No. Payroll processing for international students and employees is available by appointment only and only at One Waterfront Place. Walk-in payroll processing is not available. Please contact Tax Services for information on how to begin processing for payroll.

I have met with Tax Services and finished processing for payroll. When can I start working?

Once you have met with Tax Services, your information will be sent to the Employee Data Management (EDM) team within WVU Shared Services to be entered in the WVU payroll system. Your hiring department will receive a confirmation email when you have been entered into the system and can begin working. You cannot start working until your department has received the confirmation email.

When will I receive my first paycheck after I start working?

WVU pays on a biweekly basis (26 pays per year). The date you receive your first pay will depend on the date you begin working. Pay schedules can be found on the WVU Payroll website.

I received a Form W-8BEN from my bank. What do I need to do with it?

In order to comply with U.S. Treasury regulations (FATCA), banks send a W-8BEN to all account holders that are not a U.S. citizen or resident alien. The W-8BEN is used to certify the beneficial owner of U.S. financial accounts. FATCA compliance and the requested W-8BEN are separate from WVU's payroll tax compliance, so you will need to contact your bank for specific questions or assistance when completing the W-8BEN.