Hiring International Employees
HR Liaisons play an important role in the hiring and onboarding of international employees and the transferring of US-based employees to other countries. For international employees, the hiring process is more complex due to additional steps and documentation not required of US citizens or green card holders. At George Mason, Human Resources, the Office of International Programs and Services (OIPS), and the Tax Office work together to assist students, faculty, and other employees with navigating the process of obtaining employment at George Mason.
Also, when current employees based in the United States request to continue employment outside the United States, Human Resources, Export Control, Payroll, and the Tax Office must review the request to evaluate HR, tax, and legal compliance concerns and financial impacts to the university prior to approval.
International Employee in the U.S.
Under the Immigration Reform and Control Act (IRCA), Section 2 of Form I-9 must be completed within three business days of the employee’s start date to verify identity and work authorization. Employees are not permitted to perform services or receive compensation prior to completion of this requirement. Continued employment under these circumstances exposes the university to significant compliance risk, including potential penalties in the event of a federal audit. HR Liaisons are vital to supporting our international employees and ensuring compliance for the university.
Take note of the following to assist your international employees:
- All international employees must meet with the Tax Office prior to starting work. Instructions can be found on the Tax Office website.
- The I-9 appointment with Tax Office may be scheduled immediately after the individual visits the Social Security Administration (SSA) and receives an SSA receipt. This receipt is confirmation they have applied for a Social Security Number (SSN). The I-9 appointment may occur on the same day as, or after, the SSA appointment. An SSA appointment confirmation alone is not sufficient for I-9 completion. Appointments with the SSA can take several weeks to obtain.
- Employees may start working with an SSA receipt. Employees may not start working if they have not obtained an SSA receipt and have not met with the Tax Office.
- Please ensure that the employee communicates with the Tax Office once they receive the SSN. Individuals typically receive their SSN 2-4 weeks after the SSA appointment.
- HR Liaisons must monitor Mason Onboarding to ensure their employees have met with the Tax Office prior to starting work.
- It is the responsibility of departments to not place international visa holders on a work schedule prior to the completion of all of these steps.
Helpful Resources:
- New Employee Hiring Guidance - This document covers step-by-step instructions required to obtain employment and be eligible to work in the US. The steps contain associated links to government agencies, forms, and offices within GMU that support international employees.
- New International Employee Hiring Guidance Video
Global Employment
Pebl is the service that George Mason uses to hire and pay international employees and independent contractors, particularly when GMU needs to access talent in other countries where it is not registered as an employer. The university has a contract with Pebl for these international employment services, allowing them to navigate local regulations for hiring, paying remote workers, and complying with foreign and US laws.
Requests for remote work must be initiated 120 days prior to intended departure. The Tax Office, at its discretion, may approve or deny requests to work outside the United States. For more information on Global Employment, please refer to Tax Office - Global Employment.
**The process for hiring GMU employees outside of the US and all associated resources are currently under review by the Tax Office. Please contact the Tax Office with questions at inttax@gmu.edu.