I-9 Submission Process and Resources

I-9 Resources:

The following resources are available for assistance:

US Citizens and Permanent Residents – Contact the Central Payroll I-9 specialists at i9help@harvard.edu.
Non-Resident Aliens – Contact the International Payee Tax Compliance Group at 617-495-8500, option 5, email FAS_IPTC@harvard.edu or visit the International Payee Tax Compliance website.

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.

Service Legal Agreements:

Equifax feeds I-9 data into PeopleSoft 12 times per day, and most appointments will be ready to hire within 90 minutes of Section 2 completion.

FAS Payroll will process all new hire appointments within 3 business days of receiving the Aurora form from FAS HR/Faculty Affairs.

For hires without I-9s in Aurora at the time of action approval, the action will be routed to the I-9 Pending Workflow in Aurora until the I-9 is on file. Department Administrators should search the I-9 Pending Workflow in Aurora to ensure that all new hires have completed an I-9 within 3 business days of the appointment start date.

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.

Please review the following work instructions for entering/updating your home address and Federal/State Tax information and direct deposit information:

PeopleSoft: Adding/Editing Residence, State Distribution(s), and Tax Form(s)

PeopleSoft: Viewing and Editing Direct Deposit Information

Temporary SSNs:

In specific instances when a new hire has not yet received a permanent social security number, a placeholder can be utilized to begin the I_9 collection process.

Depending on circumstances, the relevant roles for this process are:

Paid appointments
Non-Paid appointments with no expectation of being paid
Roles on Global Support Services Payroll
International Students hired into a Harvard Student Temp role

Please reference the chart below for requesting a temporary placeholder ID number.

Appointment Type	Issuing Group	Request Process	Special Considerations
Paid appointments	Central Payroll I-9 Specialists	Central Payroll will assign the temporary placeholder number and send to department in ServiceNow ticket after Section 2 is completed. If needed before the I-9 is completed, email i9help@harvard.edu and see user manual for details.	Email must conform to Central Payroll’s format (see slide 12). Process is relevant for: non-paid appointments who are transitioning to paid Harvard Sponsored Role incoming employees as they transition to paid appointments
Non-paid appointments with no expectation of being paid	FAS Payroll	Email a completed FAS Temporary placeholder SSN request form to faspayroll@fas.harvard.edu	Process is relevant for MEPs, Harvard Sponsored roles so long as there is no expectation of pay for the position
Roles on Global Support Services payroll	FAS Payroll	Email a completed FAS Temporary placeholder SSN request form to faspayroll@fas.harvard.edu	Individuals working outside of the US hired on Harvard Global Payroll, typically “O” (outsourced) pay groups
International students hired into a Harvard Student Temp role	N/A	Harvard international students are automatically assigned a temporary placeholder number (SSN) upon registration if one is not already on file	Use HUID to hire Harvard Student Temps