# I-9 Submission Process and Resources ## expand\_more FAS will complete the transition from the paper I-9 process to an [electronic I-9 process](https://hu.sharepoint.com/sites/ElectronicI-9Rollout/) on May 1, 2024. ## I-9 Submission Process and Resources Open all sections Close all sections ### Department I-9 Checklist expand\_more All hiring departments must use the University-wide electronic I-9 process with remote review of employment documentation verification. This [detailed electronic I-9 checklist outlines the process](https://hu.sharepoint.com/sites/ElectronicI-9Rollout/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FElectronicI%2D9Rollout%2FShared%20Documents%2FCommon%20Documents%2FI%2D9%20Remote%20Review%2FElectronic%20I9%20facilitation%20checklist%2Epdf&parent=%2Fsites%2FElectronicI%2D9Rollout%2FShared%20Documents%2FCommon%20Documents%2FI%2D9%20Remote%20Review&p=true&ct=1738288021363&or=Outlook%2DBody&cid=45C979D3%2D288D%2D4A41%2D9112%2DBC13B5B1B5FF&ga=1). ### Department and New Hire I-9 Responsibilities expand\_more - Department sends email to new hire **and** to create ticket. Departments send new hires a link to complete their I-9 online. - New hires complete Section 1 online and joins a virtual appointment with I-9 specialists for in-person I-9 Section 2 documentation review and E-Verify. On campus appointments are available by request. - New hire personal information systematically transfers from Section 1 of the I-9 into the Aurora/PeopleSoft hire form. - Departments can use the new Equifax Search feature in Aurora/PeopleSoft to begin the identity search and hiring action. - After Central Payroll confirms I-9 verification, the hire action moves through the appropriate workflow. **It is the Hiring Department's responsibility to check the status of any Hire actions that could be in the I-9 Pending workflow once confirmation of Section 2 completion has been received.** ### **Troubleshooting** If a submitted Hire Action remains in the I-9 Pending Aurora Workflow step for more than three days: 1. Check to see if your org has received an email from [i9help@harvard.edu ](mailto:i9help@harvard.edu) confirming that Section 2 of the new hire’s I-9 has been completed. (This email will be sent to your unit’s central I-9 inbox.) 2. If no email has been received, reach out to to confirm whether Section 2 has been completed or not. 3. Once Section 2 has been confirmed as complete, retract the original stuck action in Aurora, and then cancel the action. 4. Create a new Hire Action, using the Equifax Lookup function in Aurora to locate the new hire. 5. Submit the new Hire Action and monitor the workflow to ensure completion ### I-9 Tips, Tools, and Resources expand\_more ### **I-9 Resources:** The following resources are available for assistance: - **US Citizens and Permanent Residents** – Contact the Central Payroll I-9 specialists at . - **Non-Resident Aliens** – Contact the International Payee Tax Compliance Group at 617-495-8500, option 5, email [FAS\_IPTC@harvard.edu](mailto:FAS_IPTC@harvard.edu) or visit the [International Payee Tax Compliance](https://iptc.oc.finance.harvard.edu/) 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)](https://trainingportal.harvard.edu/Saba/Web_wdk/NA1PRD0068/index/startIndex.rdf?spfUrl=%2FSaba%2Fdocument%2FNA1PRD0068%2Fsimrs000000000012044) [PeopleSoft: Viewing and Editing Direct Deposit Information](https://trainingportal.harvard.edu/Saba/document/NA1PRD0068/simrs000000000003247) ### **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. Sort**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](mailto: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](https://finance.fas.harvard.edu/sites/g/files/omnuum766/files/2024-07/fas_temporary_placeholderssn_request_form.docx) to 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](https://finance.fas.harvard.edu/sites/g/files/omnuum766/files/2024-07/fas_temporary_placeholderssn_request_form.docx) to 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