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Employment Process

Several weeks before the start of your appointment, you will receive employment paperwork via email from Elsye Luc. You will need to return the paperwork back as soon as possible so that your appointment can be processed before you arrive. If you are coming from abroad, then the employment paperwork will be given to you when you arrive at MIT.

Once your paperwork is submitted to the Dean’s Office and it is approved, it will be forwarded to HR Payroll Service Center for processing. an MIT ID number will be issued. The time frame from when your paperwork is submitted and getting an MIT ID number is 5 to 7 business days. You will receive an email from Elsye Luc with your MIT ID number and information on how to obtain an Athena User Account (sometimes called a Kerberos/MIT/email account) at MIT Account Registration. This is your online identity at MIT. You may also get an MIT ID card at the MIT Card Office, which is located in Bldg. E17 First Floor Atlas Service Center. ID Cards may be used for the MIT libraries, MIT Athena, MIT Parking and for the MIT food service. For further information call x3-3475.


Employment Eligibility (I-9 & E-Verify)

In accordance with the Department of Homeland Security, all faculty and staff paid by MIT are required to provide proof of eligibility to work in the United States on or before your first day of work. This office is located at the Atlas Service Center, on the first floor of Building E17. For more information on the I-9 process, go to The I-9 Process at MIT.


Information for International Employees

MIT uses the specialty software GLACIER to help us navigate complex payroll tax rules for international students and scholars, and specifically to determine their tax statuses and eligibility for tax treaties at the beginning, and throughout their stay at MIT.

If you are a foreign national who is categorized as a non-resident alien, it is very important that you set up an account in GLACIER right away, so that your payroll record is set up correctly. Depending on the type of VISA held, your tax status can change from year to year, so it is equally important that you update information in GLACIER at least once a year after prompted by payroll’s e-mail reminders. Please note that if you do not update your information, the Payroll team will update it, and most likely you will be defaulted to resident alien for tax purposes, which would mean paying US taxes (that in some cases could be avoided if you update your record timely).

All related emails are sent by Marsha Dailey (MIT Payroll Office), through GLACIER (support@online-tax.net). The introductory email will have the following Subject line: “Payments from Massachusetts Institute of Technology”, and it will include instructions on how to set up an account in GLACIER. Other example subject titles include: Missing Social Security Number, Residency Status Change Date and FICA Start Date, Immigration Status Expiration (sent throughout the year), and Tax File Status and Tax Treaty Renewal (sent November-December, for the following year).

In the past many of our international associates thought that emails sent from GLACIER (support@online-tax.net) were “spam”. Emails from (support@online-tax.net) are legitimate emails.

Marsha Dailey will be in the Atlas Service Center (E17-106) on Tuesdays and Thursdays from 10:00am to 5:00pm to help international students, faculty, researchers and staff to determine their U.S. tax status and complete required tax forms.

GLACIER Tax forms should be signed, dated and sent as a password protected PDF file, sent to Marsha Dailey at nratax-payroll@mit.edu. (Instructions will be in the introductory email “Payments from Massachusetts Institute of Technology”).

Please contact Marsha at mdailey@mit.edu, if you believe that you should not be included in the Glacier tax compliance system if you are receiving "Foreign Sourced Income", working "Out of the Country", have become a "Permanent Resident", have become a "Resident Alien for US Taxes Purposes" (who has been in the US for several years) or any other status that should not be in GLACIER.


New Employee Orientation & Onboarding


Things to Remember

Enroll in the following benefits within 31 days of your start date: Health Plan, Dental Plan, 401k Plan, Flexible Spending Account, Supplemental Life, and Vision Plan. When enrolling a spouse or dependent(s) in health or dental plan coverage, you must provide appropriate documentation (e.g., a marriage license or birth certificate) to the Benefits Office. Please contact the Benefits Office with questions.

You can enroll for benefits, see paystubs, etc. on the Atlas Employee Self-Service Portal. You will need to have certificates on your computer when accessing personal data and benefits. For information and instructions on Certificates, please visit the Information and Technology (IS&T) site on Certificates.


Parking & T-Pass

An MIT Parking Permit is required for any vehicle on MIT property. You can apply for a Parking Permit or get information on commuting to MIT through the Atlas Employee Self-Service Portal under “About Me” tab and side Menu “Commuting Benefits."


Change of Status

Update any change in your personal information: marital status, citizenship, home or telephone number, MIT address, MIT extension, email, and other related information through Atlas under “About Me” tab. Please also update this information with Elsye Luc.

Resignation

Please provide a letter to your immediate supervisor. Please also notify Heidi Demers or Elsye Luc with pertinent information regarding termination date and forwarding address.

To be admitted to the U.S. as an employee of MIT, a foreign national must apply for one of the following types of visas:
J-1 Exchange Visitor
H-1B Temporary worker in a specialty occupation
B-1 Visitor for Business

(A person may come to the U.S. for up to six weeks. The individual may not be paid a salary, but can receive a per diem, reimbursement for travel expenses, or an honorarium.)

*An MIT certificate is needed to access this form.


Visiting Student Procedures

The Laboratory will also support an application for Permanent Residence for individuals who qualify and will work closely with the MIT International Scholars Office (ISchO) on visa problems. For more information on visas, contact Elsye Luc (617) 452-2556, 26-505.

Keys Policy

LNS personnel may obtain keys for offices by completing an MIT Key Request Form online through Atlas. You will need to have Certificates on your computer in order to proceed. Step-by-Step Instructions.

Please be advised that:

  • Keys must be returned to LNS Headquarters upon termination or transfer.
  • Administrative support staff may not request keys under alternative names and redistribute keys to the actual key holder.
  • Multiple keys to the same door will not be issued to an individual.

Phone

All phone requests must be made by contacting Heidi Demers at (617) 253-9285.


Scheduling Kolker and Conference Room


Lourie Room Card Access Authorization

The Lourie Family Common Room, 26-502 is available for use by all LNS personnel. This room cannot be reserved. You can see Elsye or Nicole in Headquarters to get access using your MIT ID Card.

Please contact Elsye Luc or Nicole Laraia if there is information on the website that needs to be changed, updated or added.