Foreign National Onboarding Checklist
Below is an onboarding checklist, specific to newly hired foreign nationals. Please note, if you are currently residing (or previously resided) in the United States, all steps may not apply to you.
Upon arrival to the United States
Apply for a Social Security Number (SSN)
Timeline: We highly suggest applying for this within the first few days of your arrival to the United States. The Social Security Administration will accept an application for a Social Security number once your I-94 information has been updated (this is usually done the same day of arrival to the U.S.). Once you’ve applied, Social Security advises it can take up to 3 weeks for your card to arrive in the mail. However, applicants are typically receiving their cards much quicker (usually closer to 5 days).
Use/Purpose: This is a nine-digit number that the U.S. government issues to keep track of your lifetime earnings and number of years worked. The Immigration Reform and Control Act of 1986 (IRCA) requires the use of a SSN for I-9 forms. A SSN is necessary to issue your first paycheck.
Social Security Office Locator: https://secure.ssa.gov/ICON/main.jsp
How to apply: You can apply for a SSN at your nearest Social Security office. You will want to ensure that Customs and Border Patrol have entered your I-94 number in the system. Social Security will turn you away if your I-94 hasn’t yet matriculated into the Social Security system. You can find out if your I-94 Arrival information has been reported by going to the website https://i94.cbp.dhs.gov/I94/#/recent-search and inputting your name, DOB, passport number and country of citizenship as they appear in your passport. Social Security’s system is usually updated immediately upon the I-94 information. Once your I-94 information is available in the system, print off that page as your I-94 proof.
Items needed to apply: Be prepared to bring the I-94 print out (www.cbp.gov/i94), a completed SS-5 form (available here: https://www.ssa.gov/forms/ss-5.pdf), your original I-797 approval notice and your passport.
2 weeks prior to start date
Complete I-9 form (Section 1)
Timeline: This is a 2-step process. Section 1 should be completed electronically prior to your start date/ orientation. Please reference the start date section for information about step 2.
Use/Purpose: Under federal law, all employers are required to have this on file for all employees to verify identity, work authorization, and eligibility to work in the United States.
How to complete: Prior to your start date, Validity will send an e-mail to the e-mail address listed on your Children’s Mercy application. This e-mail will include a link to section 1 of the I-9 Form with instructions on how to complete. Please complete if you have approved work authorization that is valid for the start date of your employment. If you have not yet received work authorization for your start date, please contact Jessica Youngs.
Complete Foreign National Information Request (FNIR) Payroll Form
Timeline: Please complete at least one week prior to your first paycheck.
Use/Purpose: This form was created by our payroll department to ensure the correct amount of taxes are being withheld from your paycheck in accordance with your home country tax laws and procedures.
How to complete: This form will be emailed to you prior to starting employment by the Senior HR Compliance Specialist, Jessica Youngs. Please e-mail completed form and required documents (such as a copy of your most recent I-94 and I-797A approval) to Jessica Youngs.
Start date
Complete I-9 Form (Section 2)
Timeline: Proof of your eligibility for employment in the U.S. should be provided on your start date, typically at orientation or a scheduled appointment with Human Resources.
Use/Purpose: Under federal law, all employers are required to have this on file for all employees to verify identity, work authorization, and eligibility to work in the United States.
How to complete: Bring documents to verify your identity and work eligibility to orientation or a prescheduled HR appointment. A human resources representative will review your original, non-expired documents and complete section 2.
Items needed: For a list of acceptable documents, please refer to this link: https://www.uscis.gov/i-9-central/acceptable-documents. You need to either present (1) document from list A, or (1) document from both list B and list C. Please note for a Social Security Card to be an acceptable document from list C, it must be unrestricted.
For J-1 and F-1 visa holders, please refer to this link detailing additional document needs: https://www.uscis.gov/i-9-central/acceptable-documents/additional-documentation-requirements.
Complete W-4 IRS Tax Form
Timeline: Issued at orientation and should be completed on the first day of employment.
Use/Purpose: Generated by the United States’ Internal Revenue System, the purpose is for employers to determine and withhold the correct amount of federal income tax from your pay. All employees, (citizens, immigrant visa holders, and nonimmigrant visa holders), are requested to complete.
How to complete: Special instructions for the W-4 form for nonresident alien employees are provided by the Internal Revenue Service of the United States federal government (IRS) at this web address: https://www.irs.gov/individuals/international-taxpayers/withholding-exemptions-personal-exemptions-form-w-4. We highly suggest that you review these instructions prior to your first day of employment or consult a CPA or tax advisor for outside advice.