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Hiring a Foreign National

  • Alternate Work Location
  • Employment Operations and Records
  • HR Data Services & People Analytics
  • Employment Abroad
  • Talent Acquisition and Onboarding
  • Volunteer Coordination
  • Classification & Compensation
  • Employee Relations
  • Hiring Pause
  • Talent Share Program
  • Hiring a foreign national employee is different from hiring a U.S. citizen. The process may include obtaining employment authorization before the individual can work in the U.S. or in some instances, the foreign national may already have employment authorization that can be used for a position at the University of Florida.

    Employment Authorization

    For information and resources on employment authorizations for foreign nationals, visit the following UF websites:

    Entering the Employment Appointment in myUFL

    Once the employee has obtained the necessary authorization to work, entering the appointment in the myUFL system includes additional steps that need to be completed to prevent a delay in approval and subsequently a delay in payment to the new employee.

    Below is an overview of a Foreign National employment appointment process along with specific steps and resources to help you navigate this process. Because this process is complex, be sure to check out the subject matter expert section at the end of this page if you need additional assistance.

    Process

    Select the process that best fits the incoming foreign national and follow the steps accordingly. Be sure to click the (+) sign next to each step to review additional sub-steps and resources.

    Foreign National with SSN Foreign National without SSN


    Foreign National with SSN

    Departmental HR receives a request to hire a foreign national candidate

    1. Departmental HR: Send an email to the foreign national with initial hiring information and demographic form
    2. Departmental HR: Enter Hire ePAF in myUFL
    • Enter the Hire ePAF in the myUFL system for the new employee using the Hire an Employee ePAF instruction guide
    • Verify all necessary documents and GatorStart listed on the New Hire Checklist are completed prior to submitting to Level 2 approval
    • Notate and provide the UFID to the new hire
    3. Departmental HR: Submit a FNIS Shell Request to Payroll Services
    • The FNIS Shell Request is necessary to provide the new employee access to the Foreign National Information System (FNIS) online system
    4. Foreign national receives and completes GatorStart packet
    • Inform new employee of GatorStart and encourage completion as soon as possible
    • Inform W-4 document is not included in the GatorStart packet. Tax determinations are based on the information provided in the FNIS system

    Additional Resources

    5. Payroll provides FNIS access email to new foreign national employee
    • An email will be sent to the new employee and the departmental HR contact with information on how to access the FNIS system
    • Provide the new employee the UF FNIS User Guide
    6. Foreign national checks-in with the UF International Center
    • Inform new employee, if they have not completed the Check-in process, to do so by visiting the UF International Center website
    7. Foreign national provides hiring department documents for I-9 Form and Tax requirements
    • Verify all necessary documents for tax purposes are submitted in the Hire ePAF under the “Foreign National Packet” option
    • Documents Checklist
    8. Complete Section 2 of I-9 Form

    Additional Resources

    9. Notification email to new hire and departmental HR regarding tax forms is sent
    • Coordinate with new hire the printing and signing of the forms
    • Upload completed documents to Hire ePAF

    Additional Resources

    10. Hire ePAF is submitted and reviewed through the approval workflow
    • Level 1 – Approver reviews (approves/denies) Hire ePAF and supporting documents
    • Level 1.5 – Payroll Services reviews (approves/denies) Hire ePAF and supporting documents
    • Level 2 – Employment Operations & Records reviews (approves/denies) Hire ePAF and supporting documents
    11. Departmental HR enters payroll distributions
    • Enter payroll distributions for new hire

    Additional Resources

    Foreign national receives first payment


    Foreign National without SSN

    1. Departmental HR: Send an email to the foreign national with initial hiring information and demographic form
    2. Departmental HR: Create a UFID
    If the new hire has a UFID obtained as a student or a previous affiliate with the university, skip to step 3

    • Work with your department Identity Coordinator to create a UFID
    • Enter as much demographic information as possible when creating the UFID to avoid creating a duplicate UFID

    Additional Resources

    3. Departmental HR: Submit a FNIS Shell Request to Payroll Services
    • The FNIS Shell Request is necessary to provide the new employee access to the Foreign National Information System (FNIS) online system
      • If the incoming foreign national does not have a social security number, a UF TempID can be requested from Payroll Services through this form
        • The UF TempID number needs to be communicated to the new employee
    • COVID-19 Alert!
      • Currently, the SSA Office visits are by appointment only
      • For new foreign national employees under a F or J visa who are requesting their SSN for the first time, contact Debra Anderson at the UF International Center who will vet the documents and schedule the appointments on behalf of the incoming employee.
      • For new foreign national on any other visa or immigration status (H1-B, TN, L, E, etc.) who are requesting their SSN for the first time, will need to contact the Social Security Administration office at 1-877-219-8323 to schedule their appointment.

    Additional Resources

    4. Payroll provides FNIS access email to new foreign national employee
    • An email will be sent to the new employee and the departmental HR contact with information on how to access the FNIS system
    • Provide the new employee the UF FNIS User Guide
    5. Department HR: Enter Hire ePAF in myUFL
    • Enter the Hire ePAF in the myUFL system for the new employee using the Hire an Employee ePAF instruction guide
      • If a UF TempID was issued for the new employee, verify the UF TempID number is listed in the new hire ePAF otherwise this may result in a denial of the ePAF
      • Verify all necessary documents and GatorStart listed on the New Hire Checklist are completed prior to submitting to Level 2 approval
    6. Foreign national receives and completes GatorStart packet
    • Inform new employee of GatorStart and encourage completion as soon as possible
    • Inform W-4 document is not included in the GatorStart packet. Tax determinations are based on the information provided in the FNIS system
    • Provide the new employee the UF TempID
      • The new employee will need the last four digits of the UF TempID to access GatorStart

    Additional Resources

    7. Foreign national checks-in with the UF International Center
    • Inform new employee, if they have not completed the Check-in process, to do so by visiting the UF International Center website
    8. Foreign national provides hiring department documents for I-9 Form and Tax requirements
    • Verify all necessary documents for tax purposes are submitted in the Hire ePAF under the “Foreign National Packet” option
    • Documents Checklist
    9. Complete Section 2 of I-9 Form
    • Complete Section 2 of the Form I-9 in GatorStart
    • When completing Section 2 of the Form I-9, if the employee was issued a UF TempID, select the “Pending SSN” button
      • The E-Verify case will be set to pending until the SSN number is entered once you receive it from the new employee
      • The case is still considered on-time if you use the “Pending SSN” button

    Additional Resources

    10. Notification email to new hire and departmental HR regarding tax forms is sent
    • Coordinate with new hire the printing and signing of the forms
    • Upload completed documents to Hire ePAF

    Additional Resources

    11. Hire ePAF is submitted and reviewed through the approval workflow
    • Level 1 – Approver reviews (approves/denies) Hire ePAF and supporting documents
    • Level 1.5 – Payroll Services reviews (approves/denies) Hire ePAF and supporting documents
    • Level 2 – Employment Operations & Records reviews (approves/denies) Hire ePAF and supporting documents
    12. Departmental HR enters payroll distributions
    • Enter payroll distributions for new hire

    Additional Resources

    Foreign national receives first payment


    Subject Matter Experts

    Questions? Contact the experts below to assist.

    Employment Operations & Records

    Payroll Services

    UF International Center

    Immigration Compliance Services