Payroll, Benefits, and Honoraria
The goals of South Alabama Payroll Accounting are to:
- Accurately pay all employees of the University of South Alabama in a timely manner
- Properly record all payroll transactions in the University's accounting system
- Comply with all applicable Federal and State tax laws and regulations.
As part of the Business Office, Payroll Office of the University of South Alabama is located at 650 Clinic Drive, USA Tech & Research Park III, Suite 1300.
I-9
The Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must properly complete Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. Both employees and employers (or authorized representatives of the employer) must complete the form.
On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization. The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. The list of acceptable documents can be found on the last page of the form. Employers must retain Form I-9 for a designated period and make it available for inspection by authorized government officers.
Upon arrival to a University of South Alabama or USA Health department, foreign national employees who will be paid by the institution must make an appointment with Payroll to complete the Form I-9.
Benefits eligibility for the USA Health & Dental Plan and University paid group term life and long term disability insurance for faculty and staff hired on or after January 1, 2013, has changed to require an FTE of .75 or greater (30 hours or more per week). For employees hired prior to January 1, 2013, the eligibility for these benefits remains at .50 FTE or greater.
Faculty and staff hired on or after January 1, 2013, with an FTE of .50 to .74 will be eligible to accrue time off benefits such as vacation, sick leave and Paid Time Off (PTO), as applicable.
The University of South Alabama encourages the free exchange of ideas and knowledge through the hosting of visiting lecturers and performers. When hosting an international guest lecturer or contractor who will perform services within the United States, the University of South Alabama is limited by very specific regulations from the Department of Homeland Security and the Department of Labor regarding payment and honoraria.
Below is a chart of the most common visa types held by non-resident alien guest speakers and consultants visiting the University of South Alabama. Please refer to this chart to determine both the individual’s eligibility for reimbursement and/or honorarium and the required documents to prove visa status. If an individual holds a visa status that is not listed below, please contact the Office of Immigration for more information on payment eligibility.
For processing a payment to an international guest lecturer, consultant, or independent contractor, USA and USA Health departments must:
- Complete a Declaration by Visitors Engaged in Academic Activities (PDF) form and Guest Speaker Agreement (PDF). Submit to Finance and Administration no later than 90 days prior to the engagement.
- Complete Application for Visiting Scholar or Student (PDF) form. This form must be signed by Academic Affairs. Complete both the Visiting Scholar/Scientist (PDF) form and Export Control Questionnaire (PDF). Submit all forms to the Office of Immigration.
- Complete Form I-9 process with the Payroll Office (see I-9 information above).
*Note: Honorarium payments will not be made without the forms above being completed and submitted prior to the arrival of the guest speaker.
| Visa Type | Required Document(s) | Reimbursement Allowed? | Honorarium Allowed? |
|---|---|---|---|
|
B-1 Visa or WB Visa Waiver |
B-1 Visa Holder – I-94 Card marked for B-1 status and B-1/B-2 visa stamp
WB Visa Waiver – Main passport page and stamp in passport from US Port of Entry marked “WB” |
Yes (9 FAM 41.31 N11.1) |
Yes, if service is less than 9 days and has not received payment from more than 5 institutions in 6 months. (INA § 212(q)) |
|
B-2 Visa or WT Visa Waiver |
B-2 Visa Holder – I-94 Card marked for B-2 status and B-1/B-2 visa stamp
WT Visa Waiver – Main passport page and stamp in passport from U.S. Port of Entry marked “WT” |
Yes, if service is less than 9 days and has not received payment from more than 5 institutions in 6 months. (INA § 212(q)) |
Yes, if service is less than 9 days and has not received payment from more than 5 institutions in 6 months. (INA § 212(q)) |
|
J-1 Scholar/ Professor (not on USA’s sponsorship) |
DS-2019 and authorization letter for work at the University of South Alabama from the sponsoring institution. |
Yes, with authorization letter from the sponsoring institution. |
Yes, with authorization letter from the sponsoring institution. |
|
J-1 Student (non-USA student) |
DS-2019 with Academic Training notation for work at the University of South Alabama and authorization letter the sponsoring institution.. |
Yes, if authorized for Academic Training. |
Yes, if authorized for Academic Training. |
|
F-1 Student (non-USA student) without CPT/OPT |
I-20 |
Yes |
No |
|
F-1 Student on OPT |
Employment Authorization Document |
Yes |
Yes |
|
F-1 Student on CPT |
I-20 with CPT authorization on 2nd page for the University of South Alabama. |
Yes |
Yes |
|
TN (Canadians and Mexicans on NAFTA) |
I-797 Approval Notice for TN or I-94 card stamped for TN Status |
Yes |
No |
|
H-1B |
I-797 Approval Notice for H-1B or I-94 card stamped for H-1B Status |
Yes |
No |
|
E-3 (Australians on AUSFTA) |
I-797 Approval Notice for E-3 or I-94 card stamped for E-3 Status |
Yes |
No |
|
O-1 |
I-797 Approval Notice for O-1 or I-94 card stamped for O-1 Status |
Yes |
No |
|
Advanced Parolees |
Employment Authorization Document |
Yes |
Yes |
|
Asylees |
Employment Authorization Document, an I-94 card indicating Asylee status, a notation in the passport, or UN or US travel document |
Yes |
Yes |
|
Refugees |
Employment Authorization Document, an I-94 card indicating refugee status, a notation in the passport, or UN or US travel document |
Yes |
Yes |