Overview of the Process
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 and student workers must complete Section 1 of the I-9 form and bring it to the Welcome Center. The I-9 Central Representative will complete section 2 and record the work authorization information into the SAP HR Payroll system.
1. Where to Get the I-9 Form
New MIT employees will complete the I-9 as part of the onboarding process.
New student workers may complete the I-9 form below.
2. Supporting Documents
For MIT to complete the I-9 form, the employee or student worker must provide the original document(s) referred to in lists A, B, and C on the LISTS OF ACCEPTABLE DOCUMENTS page of the form. An employee or student worker may not begin work at MIT until their I-9 form has been completed.
For reference, you may download Form I-9 (Revision 03/08/13 N) published by the U.S. Citizenship and Immigration Services (USCIS): http://www.uscis.gov/files/form/i-9.pdf.
- 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 the Welcome Center as soon as possible prior to their start date to make arrangements to be verified.
3. Where to Bring the Completed the I-9 Form
Bring the completed form and supporting documentation to the Welcome Center.
Current employees or student workers whose work authorizations are due to expire, and who are continuing employment, are required to reverify 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 the Welcome Center 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 or student workers 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 Welcome Center will work to complete the E-verify process based on existing information. The Welcome Center will not contact you or the employee or student worker unless information is missing, unavailable or expired.
Newly Required Employees
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 the Welcome Center. The process must be completed within 3 days of becoming newly required.
Tips for Departments
- Departments must send new hires, student workers including Research Assistants, Teaching Assistants and hourly student employees, and existing employees who are newly required or who need re-verification to the Welcome Center.
- Those with unpaid appointments and Postdoctoral Fellows are not required to complete an I-9.
- Departments should submit new hire transactions as early as possible so that employee and student worker information is in the system before the employee or student arrives at the Welcome Center in W20-021H. This will help the process run smoothly for employees and student workers, and will avoid delay or interruption of employment.
For questions regarding documentation, please contact the Welcome Center.