Processing Non-Resident Aliens & Foreign Nationals
Below is information on processing employees who are non-resident aliens and foreign nationals.
The PR100 is not required for non-resident aliens who receive non-salaried appointments. These individuals may be entered in EPAWeb at a zero base rate and the action comments should indicate they are receiving a non-salaried appointment. OISSS may be consulted to ensure compliance with relevant immigration/Visa regulations.
Please note: Visiting Scholars do not receive EHRA appointments and though unpaid may be subject to different requirements by OISSS. Please consult OISSS regarding individuals coming into the United States under Visiting Scholar arrangements.
EPAWeb requires a U.S. Social Security Number (SSN) to perform a New Employment Action for either paid or unpaid (e.g., zero rate) EPA appointments. In many circumstances, foreign nationals newly arriving in the U.S. or those working for the University overseas do not have an SSN but need a temporary dummy SSN to enable processing in EPAWeb. Learn how to issue a dummy SSN number to permit EPAWeb processing.
Note: Visiting Scholars do not receive EPA appointments, are not processed in EPAWeb, and therefore do not require a dummy SSN. If a PID or Onyen is needed for a Visiting Scholar, submit a Visiting Scholar form to the UNC OneCard Office.
To initiate a New Employment Action in EPAWeb requires an SSN. The below procedures apply to individuals who do not possess a U.S. SSN.
Paid Appointments: For non-resident aliens who will be paid by the University but who do not initially have a social security number (SSN), processing in EPAWeb cannot begin until OISSS receives the PR100 form and issues a dummy SSN. In these instances, an Advance EHRA Appointment Transmittal Form can be completed to enable EHRA appointment processing and credential verification to begin prior to the individual’s arrival in the U.S.
Once the individual arrives in the U.S. and the necessary PR100 is processed through OISSS and a dummy SSN is issued, an EPAWeb New Employment Action must be completed in order to process the individual on Payroll. When using this new EHRA advance transmittal process, please note in Comments in the final EPAWeb New Employment action that appointment paperwork was routed previously using the Advance EHRA Appointment Transmittal Form.
Non-Paid Appointments: As non-paid EHRA appointments do not require the PR100, a dummy SSN can be obtained from OISSS which will permit processing into EPAWeb prior to arrival in the U.S. Specific instructions on how to accomplish this are available by clicking here.