The I-9 Process at MIT

In accordance with U.S. immigration law, all faculty, staff, and student workers paid by MIT are required to provide proof of identity and authorization to work in the United States.

New paid employees and student workers (including Research Assistants, Teaching Assistants and hourly paid student employees), as well as those who need reverification, must complete the I-9 forms at the Atlas Service Center.

Departments should submit new hire transactions as early as possible so that employee and student worker information is in the system before the employee or student arrives at the Atlas Service Center. This will help the process run smoothly for employees and student workers, and will avoid delay or interruption of employment.

How it Works

Federal law mandates that employment at MIT is dependent on providing proof of identity and authorization to work in the U.S.

On or before their first day of work, employees and student workers must complete Section 1 of the I-9 form electronically in MIT’s online system. The employee/student worker has three business days from hire date to present original supporting documentation in person to the Atlas Service Center. The I-9 Representative will login to the system, review the completed section 1 along with employee’s original supporting documents, complete section 2, certify the I-9, and submit the I-9 to E-Verify.

Please note: once employee/student worker has submitted section 1 of the online I-9 form, they will not be able to access it again. After submission, only the I-9 Representative has access to the I-9. If the submitted section 1 has errors, the I-9 Representative will notify employee/student worker with instructions on how to correct it.

1. Where to Access Section 1 of the I-9 Form

New MIT employees and student workers may complete Section 1 of the I-9 form below (requires Kerberos login).

 MIT Electronic I-9 Form

2. Supporting Documents

For MIT to complete the I-9 form, the employee or student worker must provide the original document(s) referred to in lists A, B, and C on the Lists of Acceptable Documents

  • See Lists A, B, and C on the Lists of Acceptable Documents.
  • Expired documents are not acceptable.
  • Photocopies or scans of documents are not acceptable.
  • Receipts for lost, stolen, or damaged documents may be acceptable and are valid for 90 days. Employees providing receipts are required to bring in the new original document by the end of the 90-day period and update their I-9.
  • Employees who choose to submit a foreign passport/I-94 combination may be required to also provide a DS-2019, or an I-20 depending upon visa status.
  • Employees working remotely also need to comply and should contact the Atlas Service Center as soon as possible prior to their start date to make arrangements to be verified.

Students: See examples of acceptable supporting documents.

3. Where to Bring the Supporting Documents

Bring the supporting documentation to the Atlas Service Center.

What Else You Should Know

Information for DLCs

Reverification

Current employees or student workers whose work authorizations are due to expire, and who are continuing employment, are required to reverify their I-9. To do this, they must bring the appropriate original document(s) referred to in Lists A, B, and C on the LISTS OF ACCEPTABLE DOCUMENTS page to the Atlas Service Center. The I-9 Central representatives will either complete Section 3 (Updating and Reverification) of the form, or work with the employee to complete a new I-9.

Learn more about reverification.

E-Verify

All new paid MIT employees hired or newly required, including faculty, staff and student workers, are to be E-Verified. All existing employees or student workers assigned to perform work on a federal contract which includes a FAR clause must also be submitted to E-Verify in compliance with federal law. The E-Verify process works together with the I-9 process and the Atlas Service Center will facilitate this process.

Learn more about E-Verify.

Newly Required Employees

A newly required appointment is one that goes from unpaid to paid or from Postdoctoral Fellow to regular paid employee. Newly required employees must complete an I-9 form at the Atlas Service Center. The process must be completed within 3 days of becoming newly required.

Need Help?

Please contact the Atlas Service Center.