Getting Hired
Student Hire Authorization Form
Once you are offered and accept a position, your supervisor will provide you with a link to the Authorization to Hire Form . Once completed and submitted by the student, the form will automatically route to the Supervisor identified on the form for their review and approval. Please review our Hire Workflow for Student Workers to learn more about our hiring process.
You cannot begin working until you receive an email from Pitzer Human Resources indicating that your hire form has been processed.
First-Time Hires Only
Students who are first-time hires (meaning they have never worked at Pitzer before, in any position) must complete a few requirements in addition to the Authorization to Hire Form before they start working. This information must be completed online via Workday , Pitzer’s personnel record system.
Requirements include I-9 Documents (original, unexpired documentation), I-9 Form, W-4 federal tax withholding form, and DE-4 state tax withholding form – see Earnings & Taxes for more details.
Proof of Eligibility to Work in the U.S.
You are required to present legal documentation verifying your eligibility to work in the U.S. by providing acceptable I-9 documents . Please note that you must present original, unexpired document(s) during the hiring process; photocopies will not be accepted. If you cannot present documents demonstrating eligibility to work, please contact the Office of Human Resources to go over your options.
U.S. Citizens & Eligible Non-Citizens can provide documents such as a U.S. Passport or Permanent Resident Card, or a combination of a Driver’s License/State Issued ID and a Social Security Card. Reference acceptable I-9 documents for a comprehensive list.
DACA Students can provide a copy of their Employment Authorization Document (work permit), which includes your photo, name, and expiration date.
Acceptable I-9 Documents
You are required to present legal documentation verifying your eligibility to work in the U.S by providing acceptable I-9 documents. Please note that you must present original, unexpired document(s) during the hiring process; photocopies will not be accepted.
Employment for International Students
International students with F-1 VISA status may work on campus. Students must first obtain a Social Security Number (SSN), which they are eligible to receive when offered employment at Pitzer or any of The Claremont Colleges. Unpaid internships or volunteer work do not qualify to receive an SSN.
The purpose of an SSN is for the government to track earnings for income tax purposes.
How to obtain your social security number:
- The hiring supervisor is to provide you with an offer letter to confirm your employment offer. Connect your hiring supervisor with the International Programs Office for an offer letter template, if needed.
- Upon receipt of the employment verification letter, forward your letter to the International Programs Office to request an F-1 status verification. Students should also make an appointment with Todd Sasaki, Pitzer's International Student Advisor.
- Complete a Social Security Card application.
- Take the following documents to a local Social Security Office:
- Offer/employment verification letter
- F-1 status verification letter
- Valid passport
- Social Security Card application
- Form I-94
- Form I-20
Working
It takes about two weeks to receive a Social Security card. However, once you have been assigned a social security number, you may complete hiring paperwork with Human Resources and, once cleared to work, may begin working.
International students must complete necessary new hire documents.
Income Tax Information for International Students
While attending Pitzer College, working students are subject to two tax authorities: the Internal Revenue Service (IRS) and the California Franchise Tax Board (FTB). It is essential that international students comply with applicable tax regulations.
Failure to pay required income tax can result in fines, interest, and potential immigration consequences.
The college provides access to Sprintax for tax preparation. There is no charge for federal filing preparation, but there may be a charge for state filings. Watch for an email during spring semester for login access.
Are you a Resident or Non-Resident for taxes?
U.S. taxpayers are divided into two categories:
- Residents for tax purposes
- Non-residents for tax purposes
(This terminology does not relate to immigration status.)
F-1 students are generally considered non-residents for tax purposes for up to 5 years and must file IRS Form 8843.
Taxable Income
- Financial Aid — Amounts exceeding tuition and required educational expenses may be taxable.
- On-campus employment — Wages are taxable and reported on a W-2.
- Other income — Includes prizes, honorariums, and royalties, which must be reported even if no form is issued.
Preparation of Tax Returns
Sprintax is recommended for non-resident tax preparation, including treaty analysis and multi-state filings.
Filing Your Tax Returns
Non-resident tax returns must be mailed (not e-filed). The general deadline is April 15.
Beware of scams!
The IRS will never call you. All official communication is by mail. Do not share personal information over the phone.
Final Steps – Keeping Records
Keep copies of all tax documents for future immigration and tax compliance purposes.
International Programs Office
International students who are been offered a job must apply for a Social Security Number through the Social Security Administration. For additional guidance, international students can also make an appointment with Todd Sasaki, Pitzer’s International Student Advisor.
Contact us
The Office of Human Resources provides support services and resources to our faculty, staff and student employees, as well as to employment applicants. We promote an environment where work is meaningful, employees are valued, and where diversity and teamwork are embraced. We promote equal opportunity and fair employment practices pertaining to all conditions of employment.