Step 1) Action By: Supervisor
Social Security Card: Find out if your proposed student hire has a social security card. International students must have a receipt from the social security office that shows proof that they have applied for a social security number before they can be hired by USC. If the student you are planning to hire does not already have a social security card, follow these steps to assist your student in obtaining one:
- Department Letter: Have the student fill out the social security letter template, print on your department letterhead and sign as the supervisor. The template can be found here (If employed by USC, use EIN: 95:1642394): International Student Worker – Hiring Department Template
- OIS Letter: Have the student contact the Office of International Services (OIS), to obtain a secondary letter verifying the student’s current enrollment status.
- Visit Social Security Office: Have the student take both letters from above to the closest social security office to apply for a social security card. The nearest social security office is located a few miles away from campus at 1122 W. Washington Blvd., 2nd Floor, Los Angeles, CA 90007.
- Receipt: The social security office will provide them with a receipt which they will bring to begin their hiring process. Intent-to-Hire Form (part 1 – supervisor portion): The supervisor begins the process of hiring a student worker by filling out the Intent-to-Hire Form located on the Provost Service Center
The following information is required for this form:
- Supervisor Email Address,
- Supervisor Name,
- Supervisor Phone #,
- Proposed Student Worker Name,
- Proposed Student Worker USC Email,
- Is your student hire an international student?,
- Is your student already employed as a student worker by USC,
- Department,
- Semester,
- Student Job Title,
- Hire Date,
- Approximate work hours per week,
- Account #,
- Pay Rate,
- College Work-Study available for use for this position?,
- Shift Differential?
What happens after I submit this form? After you complete this step, you will receive a confirmation email that references your ticket # for this request. Your student will also receive an email (see next step.)
Step 2) Action By: Proposed Student Worker Hire
Intent-to-Hire Form (part 2 – student worker hire portion): After Step 1 is completed, the proposed student worker will receive an email with a link to fill out their portion of the intent-to-hire form. The email will look like this:
Hello Student,
Your supervisor has begun the process to hire you as a new student worker at USC. Please proceed to the following link and fill out the form there to continue your hiring process: [link will be provided in actual email]
Regards,
USC Provost Payroll
Student fills out this form and then waits for a response from Provost Payroll.
Step 3) Action By: Provost Payroll
Pre-onboarding checklist and appointment email: Student and supervisor will receive an email from Provost Payroll regarding the pre-onboarding requirements and information about how to set up an onboarding appointment.
Step 4) Action By: Proposed Student Worker
Onboarding Appointment: Schedule an appointment via the link provided to you in the email above to come in for on-boarding.
What do I need to bring with me in preparation for this meeting?
REQUIRED ORIGINAL DOCUMENTS: You must bring original documents to your on-boarding appointment for review by our Payroll Coordinator. Please see list of acceptable documents.
Employees may present
- One selection from List A, or
- A combination of one selection from List B and one selection from List C.
Glacier Forms: You will receive an email from support@online-tax.net with the subject line Payments from University of Southern California. This email will contain a username and password unique to your record. (NOTE: Glacier “Immigration Status Expiration” and “Estimated Date of Departure” dates must match and must reflect the program end date on your I-20).
Where do I go for my on-boarding appointment?
The location for student onboarding will be provided to you via email based on the unit you are working for.
Step 5) Action By: Provost Payroll
Student Worker Authorization: After you have met with the Provost Payroll Team, your paperwork will be processed and the hiring supervisor and student worker will receive an email titled “Student Work Authorization” which includes the date that the student is authorized to begin work. You may begin work once you have received this email.