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All I-9 and tax paperwork verifying employment eligibility for non-immigrant employees is processed by Visa & Immigration Service Advising (VISA) in 2006 Dragas Hall, Monday to Thursday from 9.30 a.m. to 12:30 p.m.

If you absolutely cannot make it to VISA during the times above, please contact our office via email to request a specific time.

Required documentation:

• Original and copies of documents showing employment eligibility. Examples include: passport, I-20 or DS-2019, notice of change of status if applicable, EAD (Employment Authorization Card) if applicable, and any relevant immigration document
• Copy of your social security card—if you do not have a social security card, we will assist you in applying for one.
• Copy of a Direct Deposit Enrollment Form from a U.S Bank or a voided check for payroll purposes.
• Copy of your job offer letter from the hiring department (that should be provided to you on letterhead and with an original signature) stating the following information:
  • Student's full name and UIN
  • Employing department name, contact and phone number
  • Name of student's direct supervisor
  • Specific start dates of employment (month, day, year)
  • Job title and wages (student hourly or graduate assistant)
  • Number of hours the student will be working per week in this position (a maximum of 20 hours during Fall and Spring semesters)
  • Clear statement of how the position will be funded:  by ODU Research Foundation or by the University

Note: Sponsored students will need special work permission from sponsoring organization before initiating employment paperwork (ex: Fulbright). Some visa statuses require additional work authorization for employment eligibility.

I-9 forms must be completed before the employment start date, otherwise offer letter must be updated by hiring departments before your visit to our office.  A week or more in advance is preferable to avoid first payment delays.

Students must complete the I-9 form in person at our office ²ú±ð´Ú´Ç°ù±ðÌýthe first day of employment. Important: Paperwork cannot be backdated.

Please ensure that all of these components are included in the offer letter:

• Student's full name and UIN
• Employing department name, contact and phone number.
• Name of student's direct supervisor
• Specific start dates of employment (month, day, year)
• Job title and wages (student hourly or graduate assistant)
• Number of hours the student will be working per week in this position (a maximum of 20 hours during Fall and Spring semesters)
• Clear statement of funding source: if by the Research Foundation or by the University

Students may need an additional department letter verifying acceptance of an employment offer for the social security application. The VISA office will contact the supervisor if this documentation is required.

When hiring international students, please refer to information on the Hiring Student Employee webpage or communicate with the Office of Finance to determine the correct start time for ODU hourly student employees and graduate assistants based on the University policies.

* Note that sponsored students will need special work permission from the sponsoring organization before we can begin employment paperwork (ex: Fulbright students)

Upon completion of I-9 paperwork, an employment eligibility form, the Yellow Slip will be issued providing the I-9 start date. The E-1S forms should be completed stating the I-9 start date (on section II) as it is listed on the Yellow Slip. On section III of the E-1S form (employment period field) list the dates the student will work during the semester, following the E-1S Processing Criteria Charts. Both (Yellow Slip and E1S) must be provided to payroll.

The employment start date must be set for as on or after the I-9 start date. Please keep in mind that international Students must arrive in the U.S. before they can complete Employment Paperwork; therefore, their start time must be planned accordingly and updated, if necessary, especially if it falls during Holidays.