I-9 Submission Process and Resources

As of May 1, 2024, all hiring departments must be using the new electronic I-9 process. This detailed electronic I-9 checklist outlines the process. 

• Department sends email to new hire AND i9help@harvard.edu to create ticket. Departments send new hires a link to complete their I-9 online.
• New hires complete Section 1 online and book their own appointment with I-9 specialists on campus for in-person I-9 Section 2 documentation review and E-Verify.
• New hire personal information systematically transfers from Section 1 of the I-9 into the Aurora hire form.
• Departments can use the new Equifax Search feature to begin the identity search and hiring action. 
• After Central Payroll confirms I-9 verification, the hire action moves through the appropriate workflow.

Forms:

• I-9 form and instructions, available on the USCIS website
  • The U.S. Citizenship and Immigration Services (USCIS) published a new version of the I-9 Form in August, 2017.
  • Older versions of the form will be considered invalid by USCIS as of 9/18/17. Note: older version of I-9’s completed prior to 9/18, but received in central payroll after 9/18, will be processed.
  • Users will need to download the I-9 form with Adobe Reader. If unable to download in Chrome, please use IE or Firefox.
• I-9 Summary Sheet
• Remote I-9 Completion Instructions
• Remote I-9 Completion Form

I-9 Resourcees:

The following resources are available for assistance:

• US Citizens and Permanent Residents – Contact your payroll coordinator.
• Non-Resident Aliens – Contact the Non-resident Alien (NRA) Tax Compliance Group at 617-495-8500, option 5 or visit the NRA Tax compliance website.

Service Level Agreements:

UFS will process all I-9s within 24 hours of receipt.

FAS Payroll will process all new hire appointments within 2 business days of receiving the PeopleSoft form from FAS HR/Faculty Affairs. For new hires without I-9s in PS at the time of receipt, FAS Payroll will monitor PS daily for the I-9.

HUID Availability:

Departments can obtain HUID numbers for new employees soonest through PeopleSoft via Workforce Administration > Job Information > Job Data.

Tax Withholding and Direct Deposit:

Encouraging new employees to update tax withholding and direct deposit information through PeopleSoft rather than through paper forms provides employees with greater control and reduces risk. It also familiarizes new employees with PeopleSoft Self Service.

Work instructions for entering/updating W-4 tax information and direct deposit information are available on the FAS Finance website.

Temporary SSNs:

If a new employee requires a temporary social security number, complete the FAS Temporary Social Security Number Request Form and email it to faspayroll@fas.harvard.edu. Do not send an I-9 to UFS until a temporary social security number has been assigned by FAS Payroll.

Completing and I-9 From Afar:

If your employee will start work before they are physically present on campus AND the employee is a US citizen or permanent resident, the employee may have their I-9 certified by an authorized representative. We have developed detailed instructions and a Remote I-9 Completion Form to facilitate this process. This process for I-9 forms should be used only when an I-9 form cannot be completed in person at any time between acceptance of the job offer and the start of employment.