New to Rice
Welcome to Rice University!
Employees (Faculty, Staff, and Student Workers)
As a new employee, you will have an onboarding checklist assigned to you in iO (Rice’s HR/Payroll/Finance system). Please be sure to complete all payroll-related tasks prior to your first pay. You can refer to Payroll Practices: What Employees Need to Know for more information.
Graduate Assistantship / Fellowship
As a new graduate assistant or fellow, you will have an onboarding checklist assigned to you in iO (Rice’s HR/Payroll/Finance system). Please be sure to complete all payroll-related tasks prior to your first pay. You can refer to the following resources for more information:
Graduate Student Payment Checklist
Policy 502: Graduate Student Appointments and Financial Awards
Graduate Student Payments and Tax Information
Tax Treatment of University Scholarships, Fellowships, and Grants
Payroll Tax, Foreign National Tax, and Guidance for Fellows
Social Security Numbers
The Internal Revenue Service (IRS) requires employers to report U.S. Social Security Numbers on W-2 forms. Therefore, all employees are required to provide their legal name and Social Security Number (SSN) as it appears on their Social Security Card during the onboarding process. This ensures tax documents from Rice report legal names and SSNs and matches IRS and Social Security Administration (SSA) records. A mismatch may cause tax return filing delays or errors with the IRS and/or incorrect wage records with the SSA.
Foreign nationals who do not have a U.S. Social Security Number prior to employment at Rice must apply for an SSN as soon as possible. More information regarding the SSN application process is available on the Office of International Students and Scholars (OISS) webpage.
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Upon receipt of your Social Security Card, please update your SSN in iO and Sprintax Calculus to ensure all of your tax forms include your SSN.
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If you are a Rice student, you will also need to report your SSN to the Office of the Registrar.