Onboarding International Scholars

In general new international hires should go through the same onboarding process as any new employee, with a few additions and exceptions specified below.

Many international scholars are not familiar with US employment practices, plus they will be adjusting to a new culture and lifestyle. Be ready to spend a little extra time explaining things like health insurance and other benefits, housing, transportation, taxes, etc.

Resources:

• Emory HR's New Hire Orientation
• Completing Form I-9
• ISSS New Scholar Post-Arrival Checklist
• Get Help (ISSS Advisors by Department)

Department Checklist

Note: The following list is intended to be general. Some items below are not applicable to all scholars especially if the scholar will be unpaid or have been to the US before. 

1. Report to Hiring/Hosting Department
   • Upon arrival, new international scholars should report to their supervisor and their hiring department's HR administrator. 
   • Remind the scholar that HR provides an online orientation for all new employees.
      
2. Complete the Mandatory ISSS Check-in and Orientation
   • International Scholar Check-in consists of submitting the appropriate "Scholar Arrival" e-form in ISSS Link and attending an ISSS New Scholar Orientation.
     • J-1 Scholars:
       • Submit the "J-1 New Scholar Arrival" form in ISSS Link (found under the "Pre-Arrival and Orientation" menu).
       • Scholars must complete it within 10 days of their start date and before attending the scholar orientation session at ISSS.
       • In the final section of the e-form, scholars will be required to choose a Scholar Orientation session to attend.
     • H-1Bs, E-3s, O-1s, and TNs:
       • Submit the "Scholar Arrival: H-1B, E-3, TN, O-1" e-form in ISSS Link (found under the "Pre-Arrival and Orientation" menu).
       • Scholars must complete it within 10 days of their start date.  
       • At the end of the e-form, scholars will be directed to schedule a one-on-one orientation with their ISSS Advisor.
     • All Scholars: Click here for assistance with logging into ISSS Link to complete the e-form.
   • For more information on International Scholar Check-in and a list of other tasks for new international scholars, visit ISSS' New Scholar Post-Arrival Checklist. 
      
3. Complete the I-9 and E-Verify Process  (if applicable)
   • To verify employment eligibility, all Emory University new hires must complete Form I-9 and go through the E-verify process.
     • The department should help the international scholar fill out an I-9 form (PDF) within their first 3 days.
     • E-Verify is an online identity and immigration status verification system. HR will let you know if there are any problems getting E-Verify approval. 
   • Emory Human Resources provides I-9 and E-verify instructions on their website. 
   • Questions? Contact Sherry Stodghill in Human Resources Data Services.
      
4. Contact Emory's Non-Resident Tax Specialists  (if applicable)
   • When the scholar arrives, inform them to contact Emory's non-resident tax specialists. 
   • The scholar should provide Emory's tax specialists with their name, country of citizenship, non-immigrant status, and contact information,
   • A tax specialist will provide information about appropriate tax withholdings and any tax treaties that may apply to them.
      
5. Apply for a Social Security Number (if applicable)
   • Paid international employees will need to apply for a SSN if they do not already have one. 
   • Scholars should wait at least 10 days after coming to the US before they apply for a SSN.
     • In addition to waiting 10 days, J-1 Scholars must wait until their "J-1 New Scholar Arrival" e-form has been approved and have received email notification that their SEVIS record has been activated.
     • Applying too early can cause delays in receiving a SSN.
   • Departments can refer scholars to ISSS' Social Security Number page for more information.
      
6. Apply for a Driver's License (if desired)
   • Scholars interested in applying for a GA Driver's License should first obtain an SSN (see above).
   • Even if the scholar already has an SSN, they should wait at least ten days after they have entered the US before they apply for a Georgia driver's license
   • J-1 Scholars must also wait until their "J-1 New Scholar Arrival" e-form has been approved and have received email notification that their SEVIS record has been activated before applying for a license.
   • Departments can refer scholars to ISSS' Driver's Licenses page for more information.
      
7. Obtain an EmoryCard
   • If the scholar is an Emory employee (some J-1 scholars are not technically employees), assist the scholar with getting an EmoryCard produced.
     • Ask the scholar to complete the 2-step online process.
     • Upon photo approval, the scholar may visit the EmoryCard office during regular business hours to pick up their card.