Verifying SSN for Student Employees
MSU must verify that student employee earnings turned into the IRS are recorded under the correct social security number and name. In an effort to save staff and student time in processing student employees for payroll, the following procedures are now in effect:
New Student Employees
- If the new student employee has a social security card, the hiring department must verify in SEAS that the student's social security number and name are correct/same as on social security card.
- You will enter the number in SEAS & change the status to Yes, verified SSN card (name & number).
- If the new student employee has a social security number but does not have the social security card:
- The hiring department leaves the status in SEAS to No, SSN card not verified.
- The student is given 3 weeks to obtain a duplicate card and can apply on line or at Social Security Administration Office, 5210 Perry Robinson Court (2 blocks west of Cedar off Jolly Road).
- SEAS will code the student with a 3-week termination date.
- The student must bring their duplicate social security card to the hiring department when s/he gets it, and you can then check the number/name and change SSN status in SEAS to Yes, SSN card verified (name & number).
- If the student does not bring card within 3 weeks, the student's check will be held and SEAS will terminate all active accounts.
International students without Social Security Number - First time Hire at the University
The situation with international students continues to change as the federal government revises the rules governing international students. The Student Employment Office will notify departments if/when rules change.
- Complete and print the "Confirmation of Employment" form on the OISS website. (Follow the "click here to review" link).
- The student takes the signed "Confirmation of Employment" form to OISS and an OISS staff member will sign the form verifying that the student has met enrollment requirements and completed the proper paperwork for employment. (May include completing the I9.)
- The student goes to the Social Security Administration with all required paperwork and applies for a new Social Security number. International students can apply for a social security number at the Social Security Administration Office after being in the U.S. for 15 days. They cannot apply online.
- The student takes the receipt from the Social Security Administration and the original I-9 form to MSU Student Employment at 110 Nisbet.
- MSU Student Employment enters a Temporary ID into SEAS and gives the student a receipt.
- The student returns to you with their receipt from MSU Student Employment (You can enter the job in SEAS when the receipt has been returned to you).
Students Previously Processed with Social Security Cards on Student Payroll
Departments can check in SEAS to see if SS card has been verified.
