International Students
Important Announcement!
For any NEW student arriving in the U.S., you must complete your Passport Verification (PPV) with OIS
https://ois.usc.edu/new-students/firstweeks/passport-verification-ppv/
and enroll in courses prior to initiating any hiring paperwork process!
To reduce the number of emails, PLEASE READ ALL PAGES first. You may find your answer before we can respond to your email.
As an international student, you must do the following:
PPV and register for classes
Glacier - This can only be done once you have arrived in the U.S.
Upload acceptable documents for I-9 paperwork. Since we are using a google share drive with USC Shibboleth, each file does not require password protection.
Workday Onboarding steps by FIRST day of employment
I-9 Physical Inspection must be done by the THIRD day of employment
Virtual I-9 Meeting must be done following your I-9 Physical inspection.
Also note, you cannot complete your hiring process until you are physically in the U.S. Be sure to notify your staff contact when you expect to be in the U.S. to avoid any hiring paperwork delays.
If you cannot complete these steps in this timeline, your start date will be delayed.
Any email regarding hiring paperwork should go to < eces.department@usc.edu >
1) You will receive an email with a Google Share Drive link for your I-9 paperwork. [*For international students, you should get this email once you arrive in the U.S. ] Upload acceptable documents. Since we are using a google share drive with USC Shibboleth, each file does not require password protection. This email should be received within three days of filling out the preliminary information.
*PDFs preferred. Keep combined file size below 20MB. Be sure information is legible and no information is cut off.
You should be uploading 4 documents. *You should be uploading I-20 and I-94 twice in combined Glacier file and separately for your I-9 paperwork.
Kindly follow the filename when you upload your files.
- "Last Name, First Name Glacier" - Process Glacier forms, sign and date. Signed and dated Glacier forms with required documents (list of documents on bottom right of Glacier summary page, usually I-20 or DS-2019, I-94, visa sticker and last visa entry stamp), (Ex. Trojan, Tommy Glacier) Reference Glacier Sample below to ensure you have all documents.
- "Last Name, First Name I20" - Scan ALL pages of your I-20 into ONE pdf file. Be sure to sign your I-20.
- "Last Name, First Name I94" - most recent entry
- "Last Name, First Name Passport" - Scan of bio page with your signature *This is not your visa page! This is the page that includes your photo, passport number, expiration and signature*
2) Glacier - This can only be done once you have arrived in the U.S. Within 3 business days of entering your preliminary information, you should receive an email from Glacier <support@online-tax.net> with subject "Payments from The University of Southern California" to fill out some tax information. Be sure to also check your junk/spam folder for this email. If you don't receive this email, notify < eces.department@usc.edu >
Please read to avoid regular Glacier errors:
In order to avoid a regular error – the “Immigration Status Expiration” and the “Estimated Date of Departure” should be the same and reflect the Program End Date on your I-20 or DS-2019.
For fellowship students switching to an RA/TA, you must also select you will be receiving salary and wages.
If you do not have a SSN, you must enter, apply for SSN. Do not enter your ITIN.
If you are a Grader, Mentor or Course Producer, select option as a student worker.
If you are a Postdoc, select option as a staff.
Sign and date (MM/DD/YYYY) on each form/page.
Tips for Required Documents
Click here for your latest I-94 (entry into the U.S)
Visa Sticker and most recent Visa Entry Stamp (Stamp should match or close to date of I-94)
A COMPLETE Glacier file includes Required Forms and Required Documents which can be found on the Tax Summary Report (pg 1. of Glacier).
Follow the filename when you upload your files.
- "Last Name, First Name Glacier" - Process Glacier forms, sign and date (*State tax form not required). Signed and dated Glacier forms with required documents (list of documents on bottom right of Glacier summary page, usually I-20 or DS-2019, I-94, visa sticker and last visa entry stamp), (Ex. Trojan, Tommy Glacier)
3) Workday Onboarding/Nine Questions - must complete this by FIRST day of employment
For all new hires, you will receive an email from Workday, <usc@myworkday.com>, with a subject “Welcome to the Trojan Family”. Read and complete the steps to initiate the Workday onboarding process where you are required to fill in information online as soon as possible.
*This is a USC payroll generated email. You should expect to receive this email in 3-5 days from when you fill out the preliminary information and your staff contact submits your pay instructions. During the start of the semester this email may take longer. Be sure to also check your junk/spam folder for this email. If you don't receive this email, notify < eces.department@usc.edu >
Be sure to complete the 9-10 onboarding questions. There should not be anything pending in your Workday inbox.
Note to avoid common mistake: For most international students, you will mark Box 4 (“an alien authorized to work” and use the end or program end date from your I-20 or DS-2019 form).
You do not need a Social Security Number to be hired or start working. If you do not have a SSN, please enter 000-00-0000 in WorkDay at the SSN field. You can apply for one at a later date and I can provide the offer letter for you. See SSN site for more information: SSN We will go over how to apply for a SSN at your I-9 virtual meeting.
For those who do NOT have a SSN: follow SSN for guidelines.
To obtain a SSN, you'll need an offer letter from Gerrie. She will provide this at the I-9 Physical Inspection meeting.
3) I-9 Meetings. Once your files are uploaded to the google drive and reviewed, you will receive an email, "Step 4 of Hiring Paperwork for New Hires".
You must do BOTH steps.
A) Attend an I-9 Physical Inspection Session on campus. This is a HIGH PRIORITY.
B) Virtual I-9 Meeting to go over Workday and your responsibilities. Starting in May, Gerrie's availability will be posted on Calendly. Schedule an I-9 meeting using Calendly once you have completed your Workday onboarding questions. If you do not see any open slots on Calendly then Gerrie is booked for the week, keep checking as students reschedule and slots become available.
Be sure to have Zoom ready to use.