Social Security Card
I-9 and Tax Forms
Why do students need to have a Social Security Card when they come to SES?
From IRS Publication 15, Circular E, Employer’s Tax Guide
As an employer: “You are required to get each employee’s name and Social Security Number (SSN) and to enter them in form W-2 (this requirement also applies to resident and nonresident alien employees). You should ask your employee to show you his or her Social Security card. The employee is required to show the card…"
If students don’t have a Social Security card, they may go to the Social Security Administration (SSA) at 1940 Sweeney Street in Mt. Pleasant between the hours of 9:00 a.m. and 3:30 p.m. to apply for a new card. The Social Security office requires that a student present a photo ID when applying for a replacement card. The card is then mailed to the student within 7-10 days; however, the student will be given a letter (the "Numident Record") to use for employment purposes. This letter should be brought to the Student Employment Office to complete the required paperwork.
Also, the employment office must:
“Record the name and number of each employee exactly as they are shown on the employee’s social security card. If the employee’s name is not correct on the card (for example because of marriage or divorce), the employee should request a new card from the SSA. Continue to use the old name until the employee shows you a new social security card with the new name.”
Directions to SSA
From Bovee University Center (leaving campus) turn left on Preston St. to Mission St.
Turn right onto Mission St. heading south; at the corner of Mission St. and Broomfield Rd. turn left.
Take Broomfield Rd. to Sweeney Rd. and turn left; SSA is on the left (Westside) of Sweeney St.
First time student employees must complete state and federal tax forms and an I-9 form in the Student Employment Services office before starting work. The student needs a picture ID and a Social Security Card to complete the forms. Upon completion of the hire paperwork, the student will be given a signed Hire Authorization Card (Red Card) to return to the student's supervisor. After the supervisor receives the Hire Authorization Card, the student is eligible to begin working. Supervisors must always insure that this requirement is met.
Any student working without a red card is in violation of Federal law.
If a student has not completed the required paperwork within three business days, that student is subject to termination. The supervisor receives a “Not Eligible For Work” list. Please do not let listed students work until they present a valid Hire Authorization Card.
Students are exempt from paying FICA (Social Security) taxes as long as they are enrolled at least ½ time. During the fall and spring semesters, FICA is not an issue because a student must be enrolled in at least 6 credits for undergraduates or 5 credits for graduates in order to be a student employee. However, students do not have to be enrolled in classes during the summer in order to be a student employee. If they are not enrolled at least ½ time, three credits for both undergrads and grads, they will have to pay FICA taxes. If they are enrolled at least ½ time during each summer session, they will be exempt from FICA taxes.
½ time enrollment status for summer students refers to EACH summer session. In other words, if a student is not enrolled summer I, that student has FICA removed. If this same student is enrolled summer II, then FICA is not removed for the second session.
International students never have FICA removed, enrolled or not.
Students must be enrolled at least half-time to be eligible to work on campus during current school semesters. Undergraduate students must be enrolled in at least 6 credit hours; graduate students must be enrolled in at least 5 credit hours. Work study students must also be on good academic standing with the university. Students may not work more than forty hours per week combined at any and all campus job(s) they hold. Students may work at more than one job on campus.
High school students are eligible to work on campus if the student is at least 16 years old and has a valid work permit. Work permits may be obtained from the Student Employment Office. Students who complete a work permit and return it to the Student Employment Office may work provided the following stipulations are met:
- A high school student may work between the hours of 6:00 a.m. and 10:30 p.m. (11:30 p.m. during summer break)
- A high school student may not work more than 48 hours of work and school combined
- A high school student may not work more than 10 hours in one day
- A high school student may not work more than 6 days in one week
- Picks up a Work Permit from Student Employment Services.
- Takes the work permit to his/her school for appropriate authorization and returns it to the Student Employment office.
- Completes I-9 and Tax Paperwork at the Student Employment office (Bovee 206.)
Student Employment Services
- Creates a Campus ID number if the student does not already have one.
- Directs student to the CentralCard office to pick up a photo ID.
Residential Restaurant Manager
- Completes bottom portion of the half sheet, designating the unit the student will be working in along with his/her and pay rate(s).
- Sends the half sheet to the Student Employment office (Bovee 206).
- Gives student the Student Employee Handbook.
Student Employment Office
- After completion of the hire paperwork, including the work permit, gives student a Hire Authorization Card to take back to the Residential Restaurant Manager, at which time, the student is cleared for work.
- Enters the student into the payroll system.
- Gives an orientation to all new student employees.
Residential Restaurant Manager
- Verifies the student is adhering to guidelines; Not adhering to guidelines student will receive counseling.
- Verifies that all students are following appropriate guidelines for that age group.
- Notifies Brenda Marquardt if any student is not in compliance.
International students must be enrolled as full-time students to be eligible to work. International Undergraduate students must be enrolled in at least 12 credit hours and International Graduate students must be enrolled in at least 9 credit hours.
International students may not work more than twenty hours per week combined at any and all campus job(s) they hold, including graduate assistantships. During periods of non-enrollment (summer, spring break, semester breaks) international students may work forty hours per week combined at any and all campus job(s) they hold. Thanksgiving week is NOT considered a non-enrollment period.
For further clarification about exceptions to the 20-hour workweek rule, call Student Employment at 989.774.3881
Hiring International Students Policy
The student must be enrolled at CMU. Exceptions are made only if the student is doing research or finishing a degree. This needs to be properly documented in the Office of International Affairs (Ronan 330). Students must be hired as Student Employees.
Students may work up to 20 hours per week at all jobs combined. However, during spring break and semester breaks, students may work up to 40 hours per week. Thanksgiving week is not included as an eligible break for 40 hours of employment.
Summer Employment: Students may work up to 40 hours per week if the student is enrolled full-time for the next semester or has been enrolled full-time during the previous semester and has not yet graduated.
International Undergraduates must be enrolled in 12 credit hours
International Grad Students must be enrolled in 9 credit hours
International Students must be hired only as student employees. They cannot be employed as temporary staff. It is illegal for CMU to hire international students as temporary staff without additional authorization from the United States Immigration and Naturalization Service Rules.
When students are first employed, they must come to the Student Employment Office (Bovee 206) to fill out hire paper work. Students must bring with them:
- Social Security Card
- Picture ID
- I-20 Form or IAP-66 Form
It is essential that students have a Social Security Card or approved document from the Social Security Administration (SSA). It is required to complete hire paperwork. The card can be obtained at the SSA which is located at 1940 Sweeney Street in Mt. Pleasant. The hours of operation for the SSA is Monday-Friday, 9:00am - 3:30 p.m., phone: 989.775.5411. Please inform all employees that the social security card is required before coming to fill out the hire paperwork.
Upon completion of the hire paperwork, the student will be given a signed Hire Authorization Card (AKA red card) to return to the student's supervisor. After the supervisor receives the Hire Authorization Card, the student is eligible to begin working. Supervisors must always insure that this requirement is met.
Any student working without a Hire Authorization Card is in violation of Federal law.
If a student has not completed the required paperwork within three business days, the student is subject to termination. The supervisor receives a “Not Eligible For Work” list. Please do not let students on this list work until they present a valid Hire Authorization Card.