MIT's Procedure for Handling Form I-9 (Employment Eligibility Verification )

	I-9 Form - Employment Eligibility Verification

Departments should send the original form for all payroll categories to the HR-Payroll Service Center (NE49-3182). The Service Center conducts a monthly audit to identify missing I-9 employment eligibility verification forms, and will contact departments if I-9 forms are missing.

Departmental responsibility for employment eligibility verification is a 3 step process:

1. VIEW
   Departments view acceptable documents from employees. The list of acceptable documents is indicated on the reverse side of the I-9 form. Departments are required to view these documents presented for authenticity within three working days of the hire date, or three days from the time employment begins. Departments can advise prospective employees prior to the first day of work that they will be required to produce documents to substantiate their eligibility to work.

   If the employee is unable to produce the documents within three days, s/he is unable to begin working until the documents are provided; the department should contact their Human Resources Officer for help with this issue. If you have questions about how to read immigration documents when completing an I-9 form for an international scholar (faculty or researcher), please contact the International Scholars Office at (617) 253-2851 or web.mit.edu/scholars/..

2. VERIFY
   Departments verify eligibility by completing and signing the Certification in Section 2, Employer Review and Verification. By signing this form, the Department confirms that:
   • they have examined the appropriate documents,
   • to the best of their ability, the documents appear genuine and related to the employee, and
   • the employee appears eligible to work in the United States.

   Departments should not collect or photocopy any of the documents presented by the employee.

3. SUBMIT
   Departments should then submit the original I-9 form to the HR-Payroll Service Center, NE49-3182. The Service Center will record that an I-9 is on file, but they will not check the accuracy of the I-9.

   Although departments can choose to keep copies of the original form in their departmental files, there is no requirement they do so. Since the I-9 may contain personal information as defined by Massachusetts law, copies should be kept secure. Disposal of any any I-9s must also be done securely (e.g. cross-cut shredder or certified shredding service.)

   If departments find they have original I-9s for employees (such as those hired before April 2004), those documents may be sent to HR-Payroll Service Center, NE49-3182. Old copies of I-9s and copies of verification documents should be securely destroyed.

   If for some reason a department is contacted by someone from outside MIT regarding I-9s, the caller may be referred to the HR-Payroll Service Center at (617) 253-4255.

Questions relating to this process may be directed to the Human Resources Officer for your area, or the International Scholars Office (for employees who are not U.S. citizens). Reach the International Scholars Office at (617) 253-2851 or web.mit.edu/scholars/.

All I-9 forms for student employees should be sent to the Student Employment Office. Questions related to the student process should be directed to either Student Employment and/or the International Students Office (for student employees who are not U.S. citizens).