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Alien - Employment Authorization Document

How to Code Employees with Employment Authorization Document (EAD) -
I-688B or I-766**
Once you have established an individual is eligible to work (an I-9 Form has been completed and reviewed), code the individual using the following guidelines.  Most of the individuals will also need to complete a GLACIER record.  Please forward to Payroll Services the Initial GLACIER Information Form.  If you have any questions, please call (310) 267-5774. 
Description of Status Supporting Documentation* Criteria for EDB Codes
Citizenship Code Visa Status  Work Permit Date US Entry Date
A-1/A-2 dependent of a foreign diplomat.  Must have prior State Department and USCIS approval.   EAD card & letter from State Department, Division of Protocol Depends on presence in the US.  Complete UC W-8BEN to determine A1 or A2 Date on EAD 1st date of entry in US
Individual is an F1 student and has been granted work authorization based on either a financial hardship or practical training.   I-94, I-20, and in some cases an EAD Depends on presence in the US.  Complete UC W-8BEN to determine F1 Date on EAD 1st date of entry in US ever on an F or J status
Individual has a J2 visa status and has been granted work authorization EAD and DS-2019 Depends on presence in the US of primary J1(see J1 DS-2019).  Complete UC W-8BEN with J1 presence J2 Date on EAD 1st date of entry in US ever on an F or J status
Fiancee of a US Citizen who has applied for work authorization.  Note this status is only valid for 90 following admission into the US.  After 90 days, they should provide documentation of a change in status. I-94 and EAD Depends on presence in the US.  Complete UC W-8BEN to determine K1 Date on EAD 1st date of entry in US
The individual who has applied for refugee or asylee status but not received approval of status.  They have been granted work authorization.   I-94 and EAD Depends on presence in the US.   Complete UC W-8BEN to determine (Generally will be a Resident for Tax Purposes.  Code = R).  RF Date on EAD No date required
Individual has been granted temporary immigration status based on country in which the individual is a national.   The individual has also been granted work authorization.  The I-94 indicates TPS. I-94, EAD, and substantiation of current visa status    Depends on presence in the US.  Complete UC W-8BEN to determine TP Date on EAD 1st date of entry in US
An individual has applied for US permanent residency status based on one of the following: 
1) employment based
2) family based
3) lottery based, or
4) humanitarian based.   
They must also apply and keep current work authorization   Includes Conditional Permanent Residents.		    EAD and substantiation of current visa status P Should be the visa status held prior to application for permanent residency.  It could be any visa type (i.e. B1, H1, F2, etc) or status like RF    Date on EAD No date required
*Supporting Documentation refers to the documents necessary to establish immigration status which is required for determination of residency for tax purposes.  If you have an situation that the status can not be documented, please call ext. 48726.

**Note: This chart should be printed landscape with left and right margins of .25 or less.
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