Instructions for new students and employees 

In order to ensure a smooth on-boarding process at UMMS, we recommend that you review the following information carefully. All new employees who are NOT U.S. citizens or legal permanent residents of the United States must meet with Immigration Services. These appointments are scheduled ONLY on Wednesdays, Thursdays and Fridays and are required as part of the new employee process.

For new employees, this appointment is typically set up for you in advance of your arrival. For new students, residents/fellows or other employees that have not been scheduled, please call 508-856-5260 or email (put “new employee appointment needed” in the subject line) to schedule your appointment with Immigration Services.

If an individual cannot make the scheduled appointment, please cancel or reschedule as soon as possible. Failure to meet with Immigration Services may result in payment delays or inappropriate tax withholding.

What to bring to the initial appointment with Immigration ServicesWhat happens at the meeting with Immigration Services -

What to bring to the initial appointment with Immigration Services

New employees should bring the following documents to the appointment (failure to bring any of these items may cause further delays or may require another appointment):

  • Foreign National Information Form (please complete this to the best of your ability prior to your appointment at the ISSO - leave items you are unsure of blank)
  • Passport
  • U.S. Visa Stamp
  • I-94 form (arrival / departure record)
  • J-1 Attestation form (required only for J-1 visa holders)
  • Appropriate immigration document (see chart below for examples of immigration documents).
Visa StatusImmigration Document
F-1 StudentForm I-20

F-1 Student on period of
authorized practical training

Form I-20 & employment authorization document
J-1Form DS-2019
H-1B, O-1, E-3Form I-797 approval notice
TNForm I-94 (see above) - most be notated with UMMS employment authorization.
J-2Employment authorization document
Other (pending adjustment applicant, refugee/asylee, etc.)Employment authorization document

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What happens at the meeting with Immigration Services 

  • Validate arrival in SEVIS for new students and employees in F or J visa status (required within 30 days of program start date on immigration document).
  • Review information on FNIF form and enter new individual's personal information into the UMMS tax status program (Windstar) to determine and review the following:
    • Residency status for tax purposes [NRA - Non-resident Alien or RA - Resident Alien]
    • Determine FICA status
    • Review income tax treaty benefits (when applicable)
    • Complete tax treaty exemption forms when needed or
    • Complete non-exempt forms (if no tax treaty)
      • If the NRA is from a country that has a treaty agreement with the U.S. for the specific income type; Form M-4, Commonwealth of Massachusetts Employee's Withholding Allowance Certificate, Form 8233, Exemption From Withholding on Compensation for Services or Form W-9, Request for Taxpayer Identification Number and Certification, with a related statement used to claim a tax treaty-based exemption from federal and state tax withholding on income received for personal services are completed.

        Exception: Countries with a Retroactive Clause – Discuss with individual the consequences of exceeding time or dollar limit. 
      • If the NRA is from a country that does not have a treaty with the U.S., Forms W-4 and M-4 need to be completed. The filing status must indicate single with one allowance plus an additional $15.30 bi-weekly or $33.10 monthly rate.

        Exception: Nonresident aliens who are citizens of American Samoa, Canada, Korea, Japan, Mexico, the Northern Mariana Islands, and students from India may, in certain cases, be permitted to claim an additional withholding allowance for their spouse and dependents. 
    • Photocopy immigration documents and passport for Immigration Services
    • Photocopy tax forms for the employee and for UMMS Payroll

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