On-Campus Employment & Volunteering
International students studying in the U.S. in F-1 visa status may only work on or off campus within the federal rules of their nonimmigrant status and Wesleyan's institutional policies on employment. A key regulation for F-1 international students and Wesleyan employers to know is the "20-hour rule" for on-campus work during required academic terms (fall and spring semesters). Whether an F-1 international student is working one or more campus jobs, the total number of hours for all their employment combined may not exceed 20 hours during the fall and spring semesters.
F-1 international students who exceed 20 hours of on-campus work while classes are in session during the academic year are in violation of the employment rules of their visa status; such a violation may result in the termination of their SEVIS record and a long-lasting negative impact on their immigration record and ability to remain in and/or re-enter the U.S.
Any off-campus employment, internship, or training requires prior authorization from OISA through Curricular Practical Training (CPT). Working off campus without authorization is also a serious violation of status and may result in termination of your SEVIS record and loss of your eligibility for benefits normally granted to F-1 students, such as Optional Practical Training (OPT), the 24-Month STEM OPT Extension, and other visa types such as H-1B.
On-Campus Employment Guidelines
As an international student in F-1 visa status, you are permitted to work on campus without any special authorization from OISA. However, there are specific rules and guidelines that you must follow when working on campus:
- While classes are in session during required academic terms (fall and spring semesters), you may only work up to 20 hours per week. Whether you have one or more campus jobs, the total number of hours for all your positions combined must not exceed 20 hours worked per week while classes are in session.
- You may work more than 20 hours per week during official vacation periods: up to 40 hours per week during summer, winter, and spring breaks. However, if your degree program requires you to enroll in classes during an official break period, which may include summer session or winter session as your final term, you will be subject to the 20-hour rule for your on-campus employment.
- "On-campus employment" refers to jobs that are paid through Wesleyan payroll. If you are uncertain whether a job is considered to be an “on-campus” position, please check with OISA and the Campus Employment office before starting the position.
- If you will work on campus, you are required to apply for a Social Security Number (SSN).
- If you will work on campus, you will be required to file a tax return.
Employment with ResLife
As of January 2023, Union-established contracts for Office of Residential Life (ResLife) student employees now list the following hours-per-week breakdown for each role:
Resident Advisors (RAs): 20 hours per week
House Managers (HMs): 12 hours per week
Community Advisors (CAs): 8 hours per week
With this clear delineation of weekly work hours for each position, F-1 visa status international students employed by ResLife must continue to adhere to the “20-hour rule” while classes are in session during the fall and spring semesters. F-1 international students working as RAs have a position set at the 20-hour weekly limit, which means any additional on-campus employment while classes are in session during fall and spring semesters is a violation of their visa status with the potential for serious consequences to their U.S. immigration record.
F-1 international students in HM and CA roles who wish to work an additional on-campus job(s) must be very cognizant of how many hours they are working each week while classes are in session. OISA recommends that HMs and CAs limit weekly work hours to 18 in total if they choose to work additional positions on campus; this will help safeguard them from violating their F-1 visa status.
If you are an F-1 international student employed by or considering future employment with ResLife and have questions about on-campus employment rules of your visa status, please utilize OISA’s advising services.
On-Campus Employment Process for F-1 Students
On-campus employment as an F-1 international student at Wesleyan requires you to complete processes with the Office of International Student Affairs (OISA), International Compensation & Taxation (ICT), and the Campus Employment office within the Gordon Career Center. Please carefully follow and complete the steps below to secure and begin an on-campus job(s). Corresponding offices are noted for each step if you have questions or encounter challenges and need to reach out for support.
Step 1 (OISA)
Complete your SEVIS Check-in in the ISS Portal if you have a Form I-20 with "Transfer Pending" or "Initial Attendance" listed as the issue reason on page 1 of the document. The SEVIS Check-in is a federal requirement for first-semester international students and students returning from a leave of absence who are studying at Wesleyan in nonimmigrant F-1 or J-1 visa status. Per federal regulations, your SEVIS Check-in must be completed within 15 days of your program start date listed on page 1 of your I-20.
*If you are a J-1 visa holder, email oisa@wesleyan.edu to arrange an appointment for your SEVIS Check-in process.
Step 2 (ICT)
Follow the instructions in your Workday task notification to register or update your Sprintax Calculus account and meet with ICT to review your U.S. tax residency status, U.S. tax documents and forms, ITIN application procedures (if necessary), and annual U.S. tax reporting responsibilities.
Step 3 (Campus Employment Office)
Apply for a campus job via Handshake and utilize the Campus Employment office for support during your search. Check out Gordon Career Center's step-by-step guide on How to Find a Job & Work On Campus. If you have questions or needs support with this process, email Campus Employment at campusemployment@wesleyan.edu.
Step 4 (Campus Employment, Payroll Office, and Human Resources)
Once you accept a hiring offer, the manager will formally hire you on Workday, Wesleyan’s system for finances, human resources, and payroll processes. Then, you will receive an email notification from Campus Employment (campusemployment@wesleyan.edu) prompting you to complete the onboarding process and sharing the below instructions.
Before you start working, within 3 business days of your start date:
- Log in to Workday with your wesleyan.edu email address and select “My Tasks” to get started.
- Complete the onboarding forms, including your W-4 and I-9 forms. For questions about onboarding forms, email the Payroll Office at payrollhelp@wesleyan.edu or schedule an online meeting with Payroll staff.
- Schedule a time to present the original, hard copies of your identification documents in person to Human Resources via this Bookings page. See this list for acceptable identification documents (page 2).
Step 5 (OISA)
Once you have accepted a position, submit a complete “F-1 Status Verification Letter” request to OISA in the ISS Portal. An on-campus employer letter is required for your F-1 Status Verification Letter request. OISA will process your request, issue you the F-1 Status Verification Letter for your SSN application, and then send you a confirmation email to your Wesleyan email address.
*If you are a J-1 visa holder, you must receive on-campus employment authorization from OISA before you begin working. We will authorize your on-campus employment at the time that we issue your J-1 Status Verification Letter.
Step 6 (Payroll and ICT)
Update Direct Deposit (Payment Elections):
- Log in to Workday.
- On the Workday home screen, click on the "Pay" or "Benefits and Pay" app.
- Select "Payment Elections."
- Click "Add" to enter a new bank account or "Edit" to update an existing one.
- Enter or update:
- Account Type (e.g., checking or savings)
- Bank Name
- Routing Number
- Account Number
- Choose how much of your pay should go into each account (if splitting).
- Click "OK" or "Submit" to save.
Update Tax Withholding Elections:
- Log in to Workday.
- On the Workday home screen, click on the "Pay" or "Benefits and Pay" app.
- Select "Withholding Elections."
- Choose:
- Federal Elections to update your W-4
- State Elections for your state tax withholding
- Review your current elections.
- Click "Update" or "Edit" to make changes.
- Complete the form based on your tax preferences (e.g., filing status, number of allowances, additional withholding).
- Click "OK" or "Submit" to finalize.
Important Notes:
- VPN access may be required if you're off-campus or working remotely.
- Allow up to 24 hours for changes to reflect across integrated systems.
- Always double-check your entries for accuracy.
Step 7 (OISA)
Follow the 20-hour rule! While classes are in session during required academic terms (fall and spring semesters), your F-1 visa status permits you to work up to a maximum of 20 hours per week for all your on-campus jobs combined. If you have questions about the 20-hour rule, on-campus employment, or off-campus employment, contact OISA for advising support.
Step 8 (Internal Revenue Service)
If you do not receive income or an income statement (W-2, 1042-S, etc.), file your Internal Revenue Service (IRS) federal Form 8843 by the annual deadline on June 15th. If you receive income or an income statement (W-2, 1042-S, etc.), file your IRS federal Form 8843 AND Form 1040NR income tax return by the annual deadline on April 15th. Please note that you may be required to file a state income tax return. See ICT’s U.S. tax pages for guidance on the income tax system and filing your residency form and return/s.
On-Campus Employment & Related Resources
Campus Employment Office - Find a job on campus
International Compensation & Taxation (ICT) Office - Complete required forms and processes to work on campus, get paid, and file your U.S. taxes
Payroll Office - Contact Payroll for questions related to pay or issues using Workforce Time
Social Security Information - How to apply for a Social Security Number (SSN)
Tax Information - Guidance on tax requirements and filing process for F-1 visa holders
While in the U.S. on an F-1 student visa, any internship or training experience requires prior authorization (CPT or OPT) even if unpaid. Please refer to the U.S. Department of Labor’s definition of an unpaid internship for more information.
International students may, however, take part in community service volunteer opportunities without needing any authorization. Per the U.S. Department of Labor Fair Labor Standards Act Advisor, “Individuals who volunteer or donate their services, usually on a part-time basis, for public service, religious or humanitarian objectives, not as employees and without contemplation of pay, are not considered employees of the religious, charitable or similar non-profit organizations that receive their service.”
Wesleyan offers numerous volunteer opportunities within the community through the Jewett Center for Community Partnerships. If you are unsure of whether a specific opportunity is appropriate for volunteering or if it requires prior approval, please consult with an OISA advisor before taking part.
Students Not Intending to Work
If you do not plan to work or receive any income during the calendar year, you still have important tax-related obligations with both Wesleyan and the IRS.
For Wesleyan, you must determine your U.S. tax residency status and upload required documents (passport, visa, I-20, and I-94 copies) along with your U.S. tax residency form (W-8BEN or W-9) in Sprintax Calculus.
For the IRS, you are required to apply for a U.S. Individual Tax Identification Number (ITIN). Instructions for this process are available on the OISA Social Security and ITIN Information webpage, and the application deadline is November 15th of your first year at Wesleyan. Additionally, all F-1 students must file Form 8843 with the IRS each year, even if no income was received.