ALIEN MANUAL - EMPLOYMENT (PAYROLL), SECTION E1

E1.0 EMPLOYMENT REQUIREMENTS

E1.1 Employment Eligibility

INS grants employment for certain type of visa holders. Listed below are the visa types allowed to be employed at UCLA and the documentation required.

On Campus Employment: an F1 visa holder must be a registered UCLA student (student status code on EDB 3 or 4). Exceptions: Registered Unex student, an alien working during the summer with plans to return to school in the fall, an alien on practical training, a student on "approved leave with OISS", or alien that is a registered student at another school with approved work authorization (EAD). F1 visa holders are limited to working 50% or less. Exceptions: F1’s working during the summer and students on practical training. They may be employed up to 100%.

Off Campus Employment: an F1 visa holder from another campus may work at UCLA if a Wage and Labor document has been filed and approved (noted on I-20) and an EAD is issued or in cases where severe economic need has been demonstrated only an EAD is needed.

Practical Training: an F1 visa holder with practical training may work for 100% for 1 year if the approved practical training is noted on the I-20 and an EAD is issued.

H-1: There are some instances where an H-1 sponsored by an affiliate of UCLA (i.e. Cedar Sinai) can be put on the payroll system with a without salary appointment. Please verify with OISS before adding to the EDB.

H-3: Trainees.  While H3 us a valid work visa, UCLA does not have an H3 trainee programming in existence.

E1.2 Social Security Number Requirements

To receive funds for employment from UCLA, a Social Security number is required. Remember though, it is not a requirement of employment. Also note, in order to be considered exempt from federal taxes, an alien must have a Social Security number. An individual may apply for a Social Security number at:

Social Security Administrative Office
11000 Wilshire Boulevard, Suite 10203
West Los Angeles, CA 90024

Their hours are Monday - Friday, 9 a.m. to 4 p.m. Bring a passport with valid visa stamp and/or valid I-94.

Social Security Card (other than one stating "NOT VALID FOR EMPLOYMENT", metal or plastic reproductions, or certain laminated cards).  There are many versions of this card.

When adding information on-line enter the name and social security number as they appear on the Social Security card.

Currently, the acceptable range of Social Security numbers begin with 001 through 587, 589 through 649, and 700 through 728. Any Social Security number beginning with a different 3 digit range may not be acceptable. Verify by calling Social Security phone verification service.

If an individual presents a social security card stating not valid for employment and has work authorization, the individual must go to the Social Security Administration and request a replacement card.  The Social Security Administration will issue a replacement card without the "NOT VALID FOR EMPLOYMENT" stamp.  The number will remain the same.

If the employee is unable to present a Social Security card, a printout from a Social Security Office that indicates the name and Social Security number may be accepted instead but the name and social security number on the printout must be verified using the verification process.

E1.2-1 Verification of Social Security Number

The Social Security Office has provided a way in which employers can verify the Social Security number of individuals. See the notice below. Departments need to be sure that the name on the card is the name that is entered on-line.

CRITICAL LINKS Names and Social Security Numbers On W-2s, use correct names and Social Security numbers, in the correct format, to ensure your employees get credit for their earnings. The name and Social Security number are critical links connecting your W-2 data to each employee's lifelong earnings record. The name and number must match Social Security's records. And, they have to be entered on the W-2 in the correct format. Common Errors Here are the most common W-2 errors: Incorrect name or number Incorrect format Misspelled names Nicknames or shortened names Using titles before or after the name Names not reported to Social Security Not using hyphens with compound names Payroll Records Update your payroll records by asking employees to verify their name and Social Security number before you close out your books and prepare W-2s. If a name has changed, continue to use the old name until the employee has obtained a new Social Security card with the new name. Using a new name without updating Social Security's records may prevent posting of earnings. Employees should report name changes to Social Security by calling Toll free, 1-800-772-1213. Notifying the company is not enough. The employee must notify Social Security to update the permanent record. *Free Verification Service Social Security will verify employee names and numbers for W-2 purposes. Phone verification. To verify up to five names and numbers call either of Social Security's toll free lines, 1-800-772-6270 or 1-800-772-1213. Local Social Security office. Contact your nearest Social Security office for verifications of up to fifty employee names and numbers. Large volume requests. Requests for more than fifty verifications are processed at Social Security's main computer center. Register with the Client Identification Branch.   Call our Verification Hotline for details: 410-965-7140. W-2 Name Format Enter the name and Social Security number as they are shown on the employee's Social Security card. The name shown on the card will match the employee's permanent record. Use names only. Use the first name, middle initial (unless there is no middle name) and last name. Don't use titles, such as Mr., Ms., Dr., Capt. Don't add suffixes, such as RN, MD, PhD, CLU. Avoid using Jr. and Sr. after the last name. Titles, prefixes and suffixes make it difficult for Social Security's computers to match the name with the permanent record. Compound names require a hyphen. Parts of compound names must be connected with a hyphen. Don't separate them with a blank space or join them into a single word. Here are some examples: Susan B. Smith Johnson should be entered on the W-2 as: Susan B Smith-Johnson Maria Mercedes Sancho Davila should be entered on the W-2 as: Maria M Sancho-Davila Jose Ramon Lopez Gonzales should be entered on the W-2 as: Jose R Lopez-Gonzales Ivan Ramirez Arellano (no middle name) should be entered on the W-2 as: Ivan Ramirez-Arellano Juana Garcia y Vega (no middle name) should be entered on the W-2 as: Juana Garcia-y-Vega Single-letter prefixes. Single-letter prefixes such as O or D must not be separated from the rest of the surname by a blank, but should be connected by an apostrophe or joined to the rest of the surname. Grace H. O'Malley may be entered on the W-2 as: Grace H O'Malley or Grace H OMalley Anthony D'Angelo (no middle name) may be entered on the W-2 as: Anthony D'Angelo or Anthony DAngelo Common name prefix exception. The following common name prefixes do not require a hyphen to link them to a name. SSA's computer software recognizes the prefixes and expects to find a name attached to them. DA DE DI DO DU EL LA LE LF LI LO MC MT ST BON DEL DER LAS LOS MAC MTE SAN STA STE VAN VER VON DELA VANDE VONDE VONDER VANDER The above prefixes do not require a hyphen but if one is used it will not hinder processing the W-2 nor posting wages to the person's earnings record. For example: Majed S. El Alami may be entered on the W-2 as: Majed S El Alami or Majed S El-Alami Susan R. Di Bello may be entered on the W-2 as: Susan R Di Bello or Susan R Di-Bello However, compound surnames incorporating the above prefixes must use a hyphen for all parts of the compound surname. Catherine L. Smith Le May should be entered on the W-2 as: Catherine L Smith-Le-May Gloria M. Rodriguez de Perez should be entered on the W-2 as: Gloria M Rodriguez-de-Perez

E1.3 Health Insurance Requirement

Adequate health insurance coverage is required for all non-resident J-1 visa holders. Coverage include emergency medical evacuation and repatriation. While some requirements might be met under Universities plans (see list below), departments need to verify coverage prior to employment. All UCLA J-1 visa holders are required to sign a statement indicating adequate coverage as part of the J-1 approval process. Questions concerning adequate insurance coverage should be directed to Office of International Students and Scholars (OISS).

1. Registered students may fulfill part of this requirement through the participation in health service plans offered to students.

2. *Non-students may qualify under the following:

   1. Employed for 50% or more for a year or more.

   2. Employed for 100% for at least 3 months.

   3. Employed for less than 50% time but the average paid time is at least 17.5 hours per week. They may be covered under the University plan called CORE.

   4. Participates in mandatory Post Doc Health Insurance.  Please direct questions to Graduate Division, Student Support.

3. Non-student employees who do not qualify for University employee health plan coverage are required to obtain health insurance through some other means and the hiring department should verify any certification of coverage. OISS may be able to assist these individuals in obtaining coverage.

*Note:   Questions concerning benefit eligibility should be referred to Campus Human Resources.

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