The Human Resource Department is committed to providing NRA employees with a high degree of customer service, which includes information related to employment in the United States and at the University of Central Florida.

Employment Sources and Regulations

Under no circumstances should an NRA be allowed to work prior to verification by International Services Center (ISC) that the new employee sign-in process has been completed

Most students must obtain employment through one of two on-campus sources: the Career Resource Center or go directly to a UCF department in which the student is interested in working and inquire about employment opportunities.

Students entering the United States on F-1 and J-1 visas are limited to working 20 hours per week while school is in session. During the vacation periods and academic breaks, students may work 40 hours per week if authorization is granted from the Office of Graduate Studies (for graduate students), and if the student plans to return to classes the following term.

New Employee Sign-in Procedure

All NRA employees will be hired on an electronic Personnel Action Form (ePAF). These types of employees include Other Personal Services (OPS), Adjuncts, USPS, Administrative and Professional (A&P), and Faculty.

NRA employees will then schedule an appointment with a representative in the ISC (407-823-2337) for new employee sign-in processing. The employee will bring the completed and authorized Contract (if applicable) to the new employee sign-in appointment along with the following completed PDF forms:

• OPS Application (required for regular OPS only)
• Direct Deposit Authorization Form with a voided personal check (mandatory condition of employment for all employees)
• Employment Questionnaire (for undergraduate and graduate students only)
• Personal Data Sheet
• Loyalty Oath
• I-9
• W-4
• Confidentiality Agreement
• Foreign National Form

Please note that in addition to the above-mentioned documents and forms, NRA employees must also bring their Social Security Card or Receipt (if applicable), Passport, I-94 card and documents as required on the I-9 form to establish identity and employment eligibility. The I-9 Form must be completed by the employee on the first date of employment and by the employer within 3 days of the employee’s date of hire. The following documents will be completed during new employee sign-in: W-4 Card, I-9 Form, Loyalty Oath and Foreign National Information Form. Upon completion of the new employee sign-in, the hiring department will be notified to complete the ePAF.

If the employee is a J-1 visa holder, he/she must provide proof of health insurance coverage during new employee sign-in.

Employees on an F-1 visa or a J-1 visa, should see the International Services Center Website for instructions and assistance on how to apply for a Social Security Card.

Once graduate students hired on an assistantship are processed by the Office of Graduate Studies, the hiring package will be forwarded to Human Resources for approval and processing. Please note that all applicable ePAF processing deadlines will be enforced as prescribed by the Payroll Calendar.

Visa Types and Restrictions

*If you would like to obtain an H1B1 visa to work for the University of Central Florida, please contact the International Services Center at (407) 823-2337.

US Tax Treaties

The United States and certain other countries have established treaties that provide exemptions from federal withholding taxes. For a detailed listing of the countries that share a tax treaty with the United States, please see the table provided. For more information regarding the amount that qualifies for exemption and how long the treaty may be used, please see Publication 901 of the Internal Revenue Service web site.

During the new employee sign-in at the ISC, information that will determine if the NRA is indeed eligible for federal withholding tax exemption will be entered in the Windstar Tax Navigator Program. A copy of the generated report will be given to the NRA employee. If the employee is eligible for the federal withholding tax exemption, the proper IRS forms will be completed at that time. UCF, as the withholding agent, reserves the right to deny a tax treaty benefit based on information we obtain.

Each year that an NRA employee qualifies for a federal withholding tax exemption, the appropriate tax forms, along with documents that require the employee's signature will be sent to the employee via email. The employee must complete and sign the documents in accordance with the instructions in the email.

Countries Eligible For Tax Treaty Exemption

Internal Revenue Service Requirements

Substantial Presence Test Calculation

You will be considered a U.S. resident for tax purposes if you meet the substantial presence test for the calendar year. To meet this test, you must be physically present in the United States for at least:

1. 31 days during the current year, and
2. 183 days during the 3-year period that includes the current year and the 2 years immediately before that,
   counting:
   
   
1. All the days you were present in the current year, and
2. 1/3 of the days you were present in the first year before the current year, and
3. 1/6 of the days you were present in the second year before the current year

For more information, please see Publication 519, U.S. Tax Guide for Aliens, of the Internal Revenue Service web site.

Exempt Individual

Do not count days for which you are an exempt individual. The term "exempt individual" does not refer to someone exempt from U.S. tax, but to anyone in the following categories related to the university setting:

1. Teachers and Trainees in J-1 visa status (2 of the 6 preceding calendar years)
2. Students in F-1 or J-1 visa status (5 calendar years)

If you are in compliance with your visa and meet these conditions, you may be exempt from paying Social Security and Medicare Taxes. The Windstar Tax Navigator Program will produce output to assist Human Resources in making that determination.

For more information, please see Publication 519, U.S. Tax Guide for Aliens of the Internal Revenue Service website.

W-4 Card

NRA employees considered to be a "non-resident alien for tax purposes" must complete their W-4 card according to IRS standards. The employee must:

• Not claim exemption from income tax withholding
• Request withholding as if they are single, regardless of their actual marital status
• Claim only one allowance (if from Canada, Mexico, Japan or Korea, may claim more than 1 allowance)
• Must write NRA on line 6 of the W-4 form

Individuals from India may request a status of single, 1 withholding allowance, plus additional withholding allowances for each dependent present in the United States per their request. No additional withholding dollar amount must be specified.

If you are considered a "resident alien for tax purposes", you may complete your W-4 card as if you are a U.S. citizen or permanent resident alien (green card holder).

For more information, please see Publication 15, Circular E Employer’s Tax Guide, of the Internal Revenue Service website.

Status Changes

Address Changes

International employees in F-1 or J-1 status must submit a change of address form with the International Services Center. You may access the F-1 and J-1 Change of Address Form at www.intl.ucf.edu. Please contact your international student advisor at 407-823-2337 with any questions. Please note that Human Resources CANNOT process any change of address forms for F-1 or J-1 individuals.

All other international employees may submit a Personal Data Sheet directly to Human Resources.

Visa Status Changes require that the NRA employee contact the ISC at (407) 823-2337. An appointment will be scheduled for the NRA so that the following can be updated:

1. I-9 Form
2. Foreign National Information Form

*It is the Non-Resident Alien Employee’s responsibility to immediately notify ISC of the above-mentioned status changes as these changes may have tax ramifications.

Links

Contact Information

Payroll Services
(407) 823-2771
payroll@mail.ucf.edu

International Services Center
(407) 823-2337
isc@mail.ucf.edu

Note: Most of the forms on this site are in PDF format, unless otherwise indicated, and require Adobe's Acrobat Reader, which you can obtain from the following link: