F-1 and J-1 Students

General Information

International students who are enrolled in or have completed a degree program at a US college or university may be eligible for work experience in their field of study. F-1 students may be employed for up to 12 months; J-1 students for up to 18 months, or 36 months in a post-doctoral research position. UW-Madison does not have to file any documents (unless the student attended school here); students must get the authorization through the university they are attending. The hiring department must ensure that the job is in the student’s field of study and that the student has obtained the necessary employment authorization.

International students who are enrolled in a full-time program of academic studies at the University of Wisconsin – Madison are eligible for limited on-campus employment. Students may work up to a total of 20 hours per week on campus, which includes any combination of graduate assistantships (TA and PA) and student hourly work. Teaching, Research, Project and Program Assistantships are considered to be part of the academic program and are usually listed on the student’s I-20 or DS-2019 as a source of financial support. This type of employment does not require any additional authorization from International Student Services. F-1 students may engage in student hourly work without any specific authorization, whereas J-1 students must have the written authorization of the Exchange Visitor Program Sponsor, either on the DS-2019 or in a letter.

Contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).

For campuses using E-Reimbursement (UW-Madison):
- Documented travel expenses must be processed through E-reimbursement. See Policy and Procedure 318-Payment for Services and Travel and Expense Reimbursement for Non-employees.
- If payment involves travel related expenses/reimbursements please read and follow Policy and Procedure 318 Payment for Services and Travel and Expense Reimbursement for Non-employees.
For campuses not using E-Reimbursement:
- Use a Payment to Individual Report
- Immigration documentation required are outlined at Required Documents for Payment, including applying for U.S. Individual Taxpayer Identification Number (ITIN) (Flowchart).
- If payment involves travel related expenses/reimbursements please read and follow Policy and Procedure 203 Payment for Services and Travel and Expense Reimbursement for Non-employees. All of Policy and Procedure 318 apply except that instead of using E-Reimbursement you use a PIR.

Effective January 1, 2015 all payments to Nonresident Aliens (NRA) for Scholarships and Fellowship must be processed through Payroll. Please refer to scholarship: Process and Document Flowchart for Fellowship and Scholarship Payments.

For Payroll payments please contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).
For Non-Payroll payment no taxes are withheld for FICA.

Contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).
Documented travel expenses are considered business expenses of the UW and thus no federal tax is withheld
Scholarship and Fellowship, 14% withholding, unless tax treaty exemption applies and Form W-8BEN is filed. To determine if tax treaty applies refer to IRS Publication 901, Table 2 (http://www.irs.gov/pub/irs-pdf/p901.pdf) or the Tax Compliance and Report guide under Nonresident Aliens (NRA), Visas, Visa Restrictions and Resources .

Contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).