I-9 Requirements and Procedures
The newly revised Form I-9 published by the U.S. Citizenship and Immigration Services (USCIS) is now available for use (see http://www.uscis.gov/files/form/i-9.pdf). A new I-9 form for current employees is not required if a properly completed form is already on file.
Improvements to Form I-9 include new fields, reformatting to reduce errors, and clearer instructions to both employees and employer. The information required is largely the same but the results of the expanded instructions and fields have changed the previous one page I-9 into a two page document.
The revision date of the Form I-9 is printed on the lower left corner of the form. While the previous revision (Rev. 08/07/09) is good until May 7, MIT will begin using the newly revised Form I-9 (Rev. 03/08/13 N) exclusively for all new hires and re-verifications effective Monday April 9, 2013.
Federal law mandates that employment at MIT is dependent on providing proof of identity and authorization to work in the U.S. On or before their first day of work, employees must complete Section 1 of the I-9 form and bring it to Building W20, Room 021H. The I-9 Central Representative will complete sections 2 and record the work authorization information into the SAP HR Payroll system. For MIT to complete the I-9 form, the employee must provide the original document(s) referred to in lists A, B, and C on the LISTS OF ACCEPTABLE DOCUMENTS page. An employee may not begin work at MIT until their I-9 form has been completed.
- Acceptable documents are identified in Lists A, B, and C on the back of the I-9 form.
- Expired documents are not acceptable.
- Receipts for lost, stolen, or damaged documents are only good for 90 days. Employees providing receipts are required to bring in the new original document by the end of the 90-day period and update their I-9.
- Employees who choose to submit a foreign passport may be required to also provide an I-94 and/or a DS-2019, or an I-20 depending upon visa status.
- Employees working remotely also need to comply and should contact I-9 Central as soon as possible prior to their start date to make arrangements to be verified.
Student Employees, including Research Assistants, Teaching Assistants and hourly student employees are the responsibility of the Student Employment Office. Student employees should complete their I-9s at Student Financial Services, 11-120.
A newly required appointment is one that goes from unpaid to paid or from Postdoctoral Fellow to regular paid employee. Newly required employees must complete an I-9 form at I-9 Central. The process must be completed within 3 days of becoming newly required.
Current employees whose work authorizations are due to expire, and who are continuing employment, are required to re-verify their I-9. To do this, they must bring the appropriate original document(s) referred to in Lists A, B, and C on the LISTS OF ACCEPTABLE DOCUMENTS page to I-9 Central in W20-021H. The I-9 Central representatives will either complete Section 3 (Updating and Reverification) of the form, or work with the employee to complete a new I-9.
The E-Verify process requires that employees assigned to work on certain federal contracts be entered into an on-line database which compares against data held by the U.S. Department of Homeland Security and Social Security Administration. The I-9 process is coordinated with the E-Verify process and the I-9 Central Office will work to complete the E-verify process based on existing information. I-9 Central will not contact you or the employee unless information is missing, unavailable or expired.
Tips for Departments
Departments must send new hires, employees who are newly required, or who need re-verification to W20-021H. Departments should submit new hire and employee transaction change forms as early as possible so that employee information is in the system before the employee arrives at W20-021H. These steps will make the process run smoothly for employees and will avoid delay or interruption of employment.
For questions regarding documentation, please contact I-9 Central at 617-324-4045.