International Student Employment

UW‐L international students holding an F‐1 visa and UW‐L international students on a J‐1 visa (who have received prior approval from their sponsor) may work up to 20 hours per week on campus while school is in session or while they are taking any classes (this includes summer session and winter intersession). During scheduled university vacations (e.g. winter break and summer session) international students are allowed to work 40 hours per week on‐campus if they are not taking classes.

  • F 1 and J 1 students are NOT allowed to work off campus without prior approval from their International Student Advisor.
  • Students holding an F 2 Visa are NOT allowed to work during their stay in the U.S.
  • F-1 students are NOT allowed to work after graduation on-campus or off-campus without prior authorization from their International Student Advisor/USCIS!

WORKING ON CAMPUS

International students must receive a written job offer from an on-campus department, Sodexo or the University Bookstore.

International Students with a Social Security Number:

If you have never worked on campus before: You will need to make an appointment with Mark Flottmeier in Human Resources (144 Graff Main Hall).  You need to bring your passport, I-94 card and I-20 or DS-2019, and an offer of employment letter to this meeting.

If you have worked on campus before: Please make sure all your paperwork is up to date.

International Students without a Social Security Number:

The following is the step by step process you will need to go through in order to be able to work on campus:

  1. Receive a job offer from a department on campus or Sodexo.
  2. Obtain a written letter requesting a social security number from your employer (see sample letter on p. 2*).
  3. Drop the letter off at OIE for an International Student Advisor's signature.  After the letter is signed, it will be placed in the International Student Pick Up Basket.  Please allow up to three (3) days for this to be completed.
  4. Take the letter, passport, I-20/DS-2019, and I-94 card to the Social Security Office (210 South 7th Street, Suite 100, La Crosse, WI).
  5. Make an appointment to meet with Mark Flottmeier in Human Resources (144 Graff Main  Hall).  You will need to bring your passport, I-20/DS-2019, I-94 card and offer of employment letter.

Complete packet and an example of a written letter requesting a social security can be found HERE (Page 2). 

Payroll Processes for Newly Hired International Students

International Student Payroll Type:

  • Student Help (SH): International students are hired by the department and paid 100% from the department budget.  International students are not eligible for work study dollars.

International students must have a social security card before employment can begin.

Procedures for hiring an International Student:

The student cannot begin to work until the following steps have been completed:

  • Schedule an appointment with Mark Flottmeier in Human Resources to complete the required forms before employment may begin.
  • For your appointment at HR, you must bring the following documents/information with you:
    • Completed I-9 from OIE
    • Visa
    • Passport
    • Social Security Card
    • I-94 card (in Visa), I-20 form
    • Bank Account information
    • Any other international documentation
  • The student may begin to work once the tax packet information and the required forms have been completed.  Mark Flottmeier will e-mail the supervisor with the Student Person ID number and that all the required paperwork has been completed.  The supervisor should complete the UW-L Student Payroll Record form and enter the student's appointment information on SAS.  The UW-L Enrollment Verification form must also be completed.

Payroll Guidelines:

  • Undergraduate International students MUST be registered as a full time student for a minimum of 12 credits.
  • Graduate International students MUST be registered as a full time student for a minimum of 9 credits.
  • Job descriptions are required in Human Resources when an International student is earning $12.50/hour or more.
  • International students are allowed to work a MAXIMUM of 20 hours total per week while classes are in session. This would include any job on and/or off-campus. This 20 hour work rule is also applicable when the student works in more than one department on campus. This is a FEDERAL REGULATION and is monitored by the Federal Government and Immigration Bureau.
  • International students are allowed to work a MAXIMUM of 40 hours total per week when classes are not in session. This would include all jobs on and/or off-campus. International students are not allowed to work overtime hours. This is a FEDERAL REGULATION and is monitored by the Federal Government and Immigration Bureau.  Human resources will notify International Education if more than 40 hours have been worked in a week's time.
  • If the international student is taking a class during J-Term, May Term, or Summer Sessions, they can only work 20 hours total per week while attending classes.
  • When the international student is not taking interim classes they are allowed to work 40 hours per week.
  • International students who have graduated must terminate employment and cannot work during the time frame between semesters. For example, those who graduate in May cannot work during the summer, and those who graduate in December cannot work during the winter break.

On-Going Supervisor Tasks:

  • Responsible for checking the student's hours on Kronos at least twice a week.
  • Responsible for ensuring that the student is registered for the minimum number of credits required for student employment.
  • Returning International students must still be in compliance with federal requirements. Student supervisors should confirm with International Education and Human Resources that all the requirements are still being met and then employment may begin.
  • International students will not be able to work beyond their I-20 or DS-2019 expiration date.
    • Students should be aware of the expiration date and renew with OIE.  OIE will not notify the student if the document has expired.  The student is not able to work until the passport date has been reviewed.
  • When a student terminates employment with you, you need to enter an end date on SAS and reflect the termination date on the UW-L Student Payroll Record Form.