Skip to main content
International Services and Engagement Office ISEO
  1. ISEO
  2. Campus Partners
  3. Employing International Students

Employing International Students

This page is intended to provide information about employing F-1 or J-1 international students to UC San Diego Campus Partners. Currently enrolled UC San Diego students or alumni on post-completion OPT or AT work authorization can find guidance on our Working in the U.S. page.

Hiring F-1 Students

Enrolled UC San Diego F-1 Students

In general, all F-1 students are eligible for on-campus employment during the period of their academic program of study as long as they maintain status. Because the employment is "incident to status," no authorization from the International Services and Engagement Office (ISEO) or the U.S. Department of Homeland Security (DHS) is required.

Steps for Hiring UC San Diego F-1 International Students On-Campus:

  1. Confirm student status.
    • Confirm that the student is an enrolled UCSD student.
  2. Verify student's visa status.
  3. Determine whether student needs employment authorization.
    • F-1 students do not need employment authorization for on-campus employers that provide a direct service to the campus community (students, scholars, staff, etc.)
  4. Review immigration documents and make copies.
    • Passport, Form I-94, and I-20.
  5. Obtain SSN/ITIN.
    • If student recently applied for SSN, you can accept a application receipt. If they are not employed or not eligible for SSN but still need to file tax returns for U.S. income from sources such as grants, they can apply for an ITIN.
    • The Social Security Administration (SSA) requires that international students have a job offer letter with specific information in it. Please refer to our sample job offer letters on our SSN page.
    • Employer Responsibilities When Hiring Foreign Workers: Information from the SSA on how to report wages for an employee who has not yet received a Social Security card.
  6. Obtain necessary approvals from Graduate Division (if applicable).
    • For graduate students only, contact academic department.
  7. Complete Form I-9 and Other Payroll Forms.
    • See Payroll Forms on Blink.
  8. Enter in PPS.
    • See “How to Complete the PPS EALN Screen” on Blink for instructions.
  9. Complete Glacier Record Request.
    • Department complete form online. Access from Blink. Payroll contacts student with information about Glacier and how to access. Student access Glacier, signs forms Glacier generates, and submits to Payroll. Payroll reviews forms, updates PPS, and adjusts pay as necessary.
  10. Monitor employment hours
    • F-1 students are permitted to work Part-Time (up to 20 hours per week) during Fall/Winter/Spring Quarters and Full-Time (more than 20 hours) during Summer and Vacation Periods.

F-1 Students on Post-Completion Optional Practical Training (OPT)

F-1 students may apply for Initial Optional Practical Training (OPT), which is a period of 12 months for which they can obtain an employment authorization document (EAD card) from USCIS that allows them to work for any employer in their field of study.

Prior to graduation, F-1 students may be employed through Curricular Practical Training (CPT), which allows them to work for any employer as part of their required curricular activities. UC San Diego departments may employ F-1 OPT and CPT students without having to sponsor the student in any way. 

OPT STEM Extension:

UC San Diego is registered as an E-Verify Employer; this allows F-1 OPT students who graduated in a STEM field to obtain a 24-month STEM extension of their OPT employment authorization, provided they are working in that field. The student must work with their sponsoring department to complete the legally mandated I-983 training plan; see the protocol to be used by departments intending to employ F-1 STEM OPT students.

UC System E-verify Number/Name: 1219005 - University of California
EIN: 94-3067788

I-9 Requirements:

The Employment Authorization Document (EAD) card with valid dates serves as a List A document for I-9 purposes. Employment authorization documents for a CPT student include endorsement on the final page of the student's I-20 for CPT with UC San Diego specified as the employer and a valid date range. See USCIS' Employer's Handbook, M-274, and particularly the section on students. 

Students who have timely filed a STEM OPT EAD extension request can continue employment for 180 days past the expiration date of their initial EAD card; departments may follow instructions for completing the I-9. I-9 reverification will be required once the STEM OPT EAD extension card is received.

Register with ISEO:

Registration with ISEO is not required for F1 OPT/STEM employees, however this allows ISEO to send programming, immigration, and other helpful information. 

Separation/Departure:

Notifying ISEO of the separation/departure of an employee in F1 OPT/STEM status is not required. Submitting this departure form to ISEO indicates that the international scholar is ending their appointment/job at UCSD on the completion date selected. NOTE: It is a federal requirement to notify a Designated School Official of the I-20 issuing institution of a STEM OPT employee within five days of separation if that employee is being separated prior to the end date of the STEM OPT employment period

Hiring J-1 Students

Enrolled UC San Diego J-1 Students

All J-1 students must obtain authorization for on-campus employment from ISEO before beginning any type of work.

Steps for Hiring UC San Diego J-1 International Students On-Campus:

  1. Confirm student status.
    • Confirm that the student is an enrolled UCSD student.
  2. Verify student's visa status.
  3. Determine whether student needs employment authorization.
    • J-1 students should have employment authorization letter from ISEO.
  4. Review immigration documents and make copies.
    • Passport, Form I-94, and DS-2019.
  5. Obtain SSN/ITIN.
    • If student recently applied for SSN, you can accept a application receipt. If they are not employed or not eligible for SSN but still need to file tax returns for U.S. income from sources such as grants, they can apply for an ITIN.
    • The Social Security Administration (SSA) requires that international students have a job offer letter with specific information in it. Please refer to our sample job offer letters on our SSN page.
    • Employer Responsibilities When Hiring Foreign Workers: Information from the SSA on how to report wages for an employee who has not yet received a Social Security card.
  6. Obtain necessary approvals from Graduate Division (if applicable).
    • For graduate students only, contact academic department.
  7. Complete Form I-9 and Other Payroll Forms.
    • See Payroll Forms on Blink.
  8. Enter in PPS.
    • See “How to Complete the PPS EALN Screen” on Blink for instructions.
  9. Complete Glacier Record Request.
    • Department complete form online. Access from Blink. Payroll contacts student with information about Glacier and how to access. Student access Glacier, signs forms Glacier generates, and submits to Payroll. Payroll reviews forms, updates PPS, and adjusts pay as necessary.
  10. Monitor employment hours
    • J-1 students are permitted to work Part-Time (up to 20 hours per week) during Fall/Winter/Spring Quarters and Full-Time (more than 20 hours) during Summer and Vacation Periods.

J-1 Students on Post-Completion Academic Training (AT)

J-1 Exchange Visitors in a "Student" category may apply for Academic Training (AT), which is a period of 18 months for which they can obtain employment authorization. AT allows them to work for any employer in their field of study.  UC San Diego departments may employ J-1 AT students with a valid DS-2019 updated for academic training at UC San Diego and with dates of employment indicated without having to sponsor the student in any way. J-1 students graduating with a PhD are eligible for a second 18-month period of Academic Training.

I-9 Requirements:

USCIS has published the USCIS' Employer's Handbook, M-274 to provide I-9 guidance; see particularly the J-1 section. Departments hiring a student with Academic Training will need to look carefully at box 5 of the student's Form DS-2019, where employment at UC San Diego should be clearly indicated with a specific date range, and will need a letter of employment authorization from the student's Responsible Officer. 

Register with ISEO:

Registration with ISEO is not required for J-1 AT employees, however this allows ISEO to send programming, immigration, and other helpful information. 

Separation/Departure:

Notifying ISEO of the separation/departure of an employee in J-1 AT status is not required. Submitting this departure form to ISEO indicates that the international scholar is ending their appointment/job at UCSD on the completion date selected. 

Administrative Processing Fees

Post-Completion OPT and Academic Training Administrative Processing Fee

All F-1 and J-1 students who are applying for post-degree work authorization must pay the ISEO Post-Completion OPT, STEM OPT, Academic Training (AT), and AT Extension Administrative Processing fees for their respective employment authorization applications.

Please view current processing fees on the respective pages:

The Post-Completion Administrative Processing Fees are required for ISEO to comply with mandatory federal regulations and to maintain U.S. Department of Homeland Security systems for F-1 and J-1 SEVIS records for students who are no longer enrolled at UC San Diego, and who therefore no longer pay student fees in support of these compliance efforts. After leaving these fees unchanged since 2017, ISEO is now increasing them in order to maintain the highest level of support and services for our students as they pursue post-degree employment opportunities.

Administrative Processing Fee for UC San Diego Postdocs

International students who have graduated from UC San Diego and will be pursuing a postdoctoral position at UC San Diego must have their respective OPT, STEM OPT Extension, or Academic Training fee paid for by their hiring department.

To complete payment on the postdoc’s behalf:

  1. Upon request for this payment from the postdoc, use ISEO’s Recharge Form – Aventri (below)
  2. Be sure to enter an “@ucsd.edu” email address in the Student Email field. Non-UCSD emails will not be appropriately routed to the postdoc.
  3. Receive an automated email receipt along with the postdoc.
  4. Postdoc will attach their receipt copy to their online OPT/STEM OPT/Academic Training request in ISEO’s iPortal to complete their application.
  5. Note: The postdoc will also need to attach their offer letter in their iPortal application, so please ensure this has been provided.
  6. ISEO processes recharges within the first week of each month.

To enter payment for recharges (previously department index), please be prepared to provide specific POET(AF) information, this information should be provided to you by your fiscal administrator.

STEP 1: Go to ISEO's Recharge Form.

  • Note: ISEO's Recharge Form (Aventri) will time out after 30 minutes of inactivity. 

STEP 2: Department Admin will be asked to enter the following information:

  • Your First Name, Last Name and UCSD email address.
  • Student’s First Name and Last Name - enter their name as it appears on their passport.
  • Student’s UC San Diego Home Department.
  • Student’s Email Address.

STEP 3: Select the ISEO visa processing fee that is associated with the request being submitted.

STEP 4: Select payment method:

  • Department Recharge.
    • Select if your department will be paying using POET(AF) information (previously referred to as index).

STEP 5: Payment page actions:

  • Application Information will contain reference number associated with specific payment transactions, department and student’s contact information.
  • The Transaction Type section will allow the department to enter the required POET(AF) information (For questions regarding your department's POET (AF) information, please contact your fund manager).
    • Project (always 7 characters).
    • Task (6-character max; generally, a single whole number).
    • Additional data, only required if sponsored research/grants.
      • Award (6 characters, only if sponsored research).
      • Funding Source (7 characters, only if sponsored research).
  • Click Submit to provide ISEO with the POET(AF) information.

STEP 6: Confirmation page:

  • An email with the transaction contents will be sent to you (departmental administrator) making the transaction and cc the student associated with the transaction.
  • You will have the option to "Print Record;" allowing you to print the confirmation webpage.
  • The "Receipt/Invoice" option will allow you to view a receipt for the payment as well as email a link to the receipt/invoice to yourself, the student, fund manager, or another individual.
  • We highly encourage the usage of the Receipt/Invoice option as the view and print options are clearer.
  • The email invoice function, will email a link to the invoice PDF. If no information is noted in the Message section, the body of the email generated will only contain a link to the receipt/invoice.