UCAR International Visitor & Scholar Services

IMPORTANT INFORMATION FOR SALARIED POSITIONS AT UCAR

1. I-9 FORM: AUTHORIZATION OF EMPLOYMENT ELIGIBILITY
2. REMAINING IN STATUS
3. OBTAINING A SOCIAL SECURITY NUMBER

1. I-9 FORM: AUTHORIZATION OF EMPLOYMENT ELIGIBILITY

With the passage of the Immigration Reform and Control Act of 1986, an employer can face fines of up to $10,000 and criminal penalties for employing aliens who are not authorized to work, or anyone unable to provide proof of work eligibility. Employers must verify the identity and work eligibility status of each new employee who is on UCAR's payroll within the first three days of employment. This is done by completing an I-9 Employment Eligibility Form and verifying work authorization documents.

UCAR has strict procedures to ensure that everyone on UCAR's payroll is legally authorized to work.The I-9 form will be included in your new employee packet or from the UCAR Human Resources Office. It is also available at http://uscis.gov/graphics/formsfee/forms/i-9.htm.

If you are working in Boulder, you will need to complete the form and provide proper verification documentation at the UCAR Human Resources office in person. If you are working outside of Boulder, you will need to complete the form and have someone local to you view your documents, and complete and sign Section 2.

Once that is done, you must send the form to the UCAR Human Resources office.If a your work authorization status changes either by an extension of appointment or change in visa or immigration status, your I-9 form must be updated to match your most current work authorization status and term dates.

2. REMAINING IN STATUS

DON'T LET YOUR WORK AUTHORIZATION EXPIRE. It is your responsibility to maintain your work eligibility status. It is critical for you to track the starting and ending dates of your work authorization. You must notify your division/program administrator and UCAR's Foreign Visitor Coordinator of any extensions or changes to your status prior to expiration of current status.

Failure to maintain an authorized status could result in serious penalties including removal from payroll and the possibility of having to leave the country. IMMIGRATION REGULATIONS STATE THAT IF A FOREIGN WORKER REMAINS IN THE UNITED STATES OUT OF AUTHORIZED LEGAL STATUS FOR MORE THAN 120 DAYS, HE OR SHE COULD FACE THE PENALTY OF BEING DEPORTED AND BANNED FROM RETURNING TO THE UNITED STATES FOR UP TO 10 YEARS.

3. OBTAINING A SOCIAL SECURITY NUMBER

All foreign visitors and scholars who will be on UCAR's payroll must have a social security number. A social security card can be applied for at any local Social Security office. The Social Security office in Boulder is located at 4949 Pearl East Circle, Suite 101, Boulder, CO 80301. Take Foothills Parkway east to the Pearl Street exit. Go east of Pearl to 49th Street and turn south onto Pearl East Circle. Take the first left (east) and continue until you reach 4949 Pearl East Circle. You can get more information 24 hours a day by calling Social Security's toll-free number, 1-800-772-1213. You can call for an appointment or to speak to a service representative between the hours of 7 a.m. and 7 p.m. on business days. Lines are busiest early in the week and early in the month. Wait times may be significantly shorter during off-peak times.

A visiting scholar must have a social security number to get on the payroll. However, sometimes your card may not be received before your hire date. In that case, please present the receipt from the Social Security office to the Human Resources office to prevent any delays in receiving a paycheck. Additional information and locations can be found at: http://www.ssa.gov/pubs/10002.html.

If you are here on a J-1 visa, you must let the Foreign Visitor Coordinator know once you have arrived in the U.S. and begun your UCAR program so that your status can be verified in SEVIS (the government’s database of J-1 visitors, among others).  You will not be able to obtain a Social Security number until your SEVIS record is changed from Initial to Active. As well, the Social Security Office recommends that you wait approximately two weeks after arriving in the U.S. and being verified in SEVIS for all records to be updated, so that the Social Security office can easily access your information.

You will need to bring the following to the Social Security office:

• Your DS-2019 form,
• Your offer letter,
• Your I-94 card,
• Social Security Form SS-5, available here: http://www.ssa.gov/online/ss-5.pdf,
• At least two documents that establish your identity and age.  One of those documents must be your passport.

PLEASE NOTE: Your Social Security number may be requested and used by many agencies, specifically, financial agencies. Be cautious in giving your number out. Banks, mortgage companies and credit card issuers are examples of the types of agencies that may have a legitimate reason for requesting your Social Security number. Your Social Security number should be held private, in the same way that you would hold other personal financial information private. Please be sure you know who you are giving your number to, and why they need it. Please avoid sending your number through unsecured email or non-secure internet sites.

For additional information, please see UCAR's web page on Social Security numbers for foreign visitors. 

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