Tips for Hosting a J-1 Scholar

• Social Security Card Applications
• Courtesy Appointment Personnel Action Form & ID Process
• Building Access Privileges for Courtesy Appointments
• Library Access Privileges for Courtesy Appointments
• Driver's licenses
• Non-immigrant Tax Information
• Help in Completing the I-9 Form

Social Security Card Applications

The process of obtaining a social security card has become more complicated recently due to security precautions. These precautions have made it problematic for J-1 scholars to apply immediately after entry into the US. J-1 scholars must now wait two full weeks from their date of entry into the US before applying at the Social Security Office in Columbia.

Applications that are submitted before two weeks will go through additional delays of six weeks to three months. Applying earlier than two weeks after entry will significantly increase the time it will take for a scholar to receive a social security number.

Fortunately, the department does not need a social security number in order to begin employing international scholars. Scholars funded by MU sources can receive wages and benefits temporarily before obtaining the SSN. Any departmental questions regarding this administrative process should be referred to the International Center.

J-1 scholars must submit the following documents at the local Social Security Office when applying for a Social Security Card (Applications should only be submitted two weeks after entry into the US or later):

 Valid Passport
 I-94 Card
 J-1 Certificate of Eligibility (Form DS2019)
 Completed Social Security Application Form

Courtesy Appointment Personnel Action Form & ID Process

If a department is actually paying wages to an international student/scholar as an employee, the standard PeopleSoft Personnel Action Form (UM 270) is to be utilized along with all other standard "new hire" forms (PDF, I-9, W-4, Direct Deposit, Appt Notification, etc.).

On the other hand, if a department is NOT paying wages, but the international student/scholar needs to show as a "courtesy appointment" with all the privileges inherent with possessing the University ID, the PeopleSoft PAF For Nonresident Aliens Not Employed (UM 376) is to be utilized. The SSN is NOT a required field for this form (although the field should be filled in if the individual already has an official SSN), and NO temporary SSN will be provided. Since the individual is not being paid, no other forms need to be processed with this PAF.

Obtaining an MU ID is the next step, and not an automatic one. Once the Courtesy Appointment PAF is processed the individual is assigned and EmplID (8 digits) and an Employee Record Number (1 digit). The individual must take a copy of their Courtesy Appointment PAF, (with either an EmplID-Employee Record Number (12345678-9) or an official SSN) to the ID Office. The ID Office will then process the information they need from the PAF to create the ID. The ID Office will NOT be able to create an ID unless at least one set of these numbers is on the PAF.

Note: the ID process may change as the result of ongoing Peoplesoft implementations!! Therefore the person handling the Courtesy Appointment PAF may want to call the ID Office at 2-1871 to verify the process.

Building Access Privileges for Courtesy Appointments

The process of obtaining a key for a visiting international scholar employed by MU follows the standard procedure for all new hires. Courtesy appointments, however, are not eligible to receive a key unless that key is given to them buy an MU employee who has requested it. The MU employee must make the request to the building coordinator who will then procure the key from the Campus Facilities Key Shop. The MU employee will then lend the key to the visiting scholar to use during their stay. The MU employee to whom the key was issued will be responsible for the key's use and must return the key to the building coordinator upon the scholar's departure. All requests for keys to be used by visiting scholars must be submitted to the department's building coordinator.

Library Access Privileges for Courtesy Appointments

The process of obtaining library privileges for a visiting international scholar employed (fully funded) by MU follows the standard procedure for all new hires. To obtain library privileges for scholars on courtesy appointments, the department must complete and submit a courtesy appointment PAF . After this PAF is submitted, an Employee ID number will be issued. The scholar must take this number to the MU ID office. After being issued the Employee ID card, the scholar will take this card and a letter from the department to the library. The letter must spell out information about the scholar's program and confirm that the department is willing to take full financial responsibility for any materials utilized during the scholar's tenure at MU. It also lists the limitations of the privileges being granted to avoid possible misunderstanding by the scholar.

In order to simplify this process for departments, International Student and Scholar Services has written a form letter that was approved by the library. Please use this form letter when creating the department letter for the scholar.

Driver's Licenses

In order for a scholar to obtain a drivers license in Missouri, the scholar must take a written and a driving test. A study guide for the written test is available on the Missouri Department of Revenue web site is

When applying for the driver license, J-1 scholars must submit the following documentation:

• Passport
• I-94
• Written verification showing proof of employment

A representative of the scholar's department will need to produce a letter showing proof of employment (sample letter ). It is not necessary for the scholar to receive any financial compensation from UMC to be considered "employed" in this letter as far as the Division of Motor Vehicles is concerned.

Non-immigrant Tax Information

Visiting Scholars and their departments at MU are fortunate to have access to assistance with non resident alien tax issues from a full time staff member in the cashiers office. Judy Todd, Coordinator, Non-Us Citizen Tax and Employment, also maintains a web site where scholars can access information at any time.

Help in Completing the I-9 Form

For help in completing the I-9 form, you can contact Ilene Greenwell, the Administrative Assistant in Human Resource Services responsible for I-9 compliance monitoring. Her contact information is:

Ilene presents workshops every semester with the International Center that you may find very helpful in this process. Information regarding these seminars can be found on the HR web site.