UEL Home ❭ Students ❭ Form I-9

It is mandatory for all newly hired and rehired student employees working in the United States to complete Form I-9 (Employment Eligibility Verification) if they were hired, after November 6, 1986. This federal law requires that you provide documentation of your identity and employment eligibility. This law applies to both U.S. and non-US citizens working in the United States.

Additionally, those student employees whose work authorization has an expiration date must complete the process of reverifying employment eligibility once they receive their new/updated work authorization documents. This reverification process must be completed before their existing work authorization expires. Student employees with expired work authorization are not permitted to work.

Which students are required to complete I-9 at JHU?

• Students who are new to the university payroll system.
• Students who have had a break in service of three days or more from all active assignments/positions.
• Students who receive a scholarship and/or fellowship at JHU and have no other active assignments/positions.

Who is not required to complete I-9 at JHU?

• Students currently employed by JHU who have completed Form I-9 during their initial hiring process and have not had a break in service of three days or more.

If you are actively employed with JHU, or believe you are, please contact I-9 Compliance Services via email at I9ComplianceSvcs@jhu.edu before completing another I-9. You may also email us if you have any questions related to the I-9 process or state compliance notices.

Completing the Form I-9

Both student employees and the employer must complete the appropriate portion of the I-9. “Employer” is represented by either a staff member of the JHU I-9 Compliance Services department or an Authorized Representative at an “I-9 Anywhere” location.

Form I-9 consists of:

• Section 1: Employee information and attestation
• Section 2: JHU I-9 Compliance Representative or Authorized Representative document review and verification (in-person)
• List of Acceptable Documents
• Supplement A: Preparer and/or Translator Certification for Section 1 (if applicable)
• Supplement B: Reverification to extend work authorization date (in-person)

Completing Section 1: Employee Information and Attestation (Online)

Student new hire or rehire who will be physically working in the United States may complete and sign Section 1 of the Form I-9 online as early as 30 days prior to their start date but cannot complete the form before acceptance of the confirmation letter of campus employment and will have until the end of their first day of employment to complete. Student employees should complete each field in Section 1.

To begin the process, the student employee will need to:

1. Visit the JHU I-9 Compliance Website: https://hr.jhu.edu/i9/
2. Select their employee classification: new JHU employee or returning to JHU after a break in service
3. Enter their hire date and their US home or campus zip code in appropriate fields location to find a location to complete Section 2 of the Form I-9 in-person.

From there, they will receive instructions on how to complete Section 1 of Form I-9. They will also be able to schedule an in-person appointment to complete Section 2.

The employee must provide their current legal name, complete US address, and date of birth in Section 1. When completing the name fields, they should enter their current legal name and any last names they previously used, including any hyphens or punctuation. If they only have one name, they may enter it in the Last Name field and then enter “Unknown” in the First Name field. They may enter their personal or work/school email address and personal or work phone number.

For the Social Security field, students should provide their real Social Security number (SSN) that was provided by the Social Security Administration. The SSN is required to complete the E-Verify process of the I-9 Form and to ensure that their payroll records are accurate.

• If they are a foreign national, who is not a Legal Permanent Resident (green card holder) and have not received their real Social Security number yet, the student should select SSN Applied for. The employee should NOT enter their temporary ID number that was given to them by JHU. They should refer to the instructions below on how to apply for SSN. Once the SSN card is received, each foreign national student should upload a copy of the card using the link emailed to them through the OnBase system (see Foreign National Information Form Section below).
• If the student can present acceptable identity and employment authorization documentation to complete the Form I-9, they may begin working while waiting to receive their SSN.

If there are no appointments available within three (3) days of their start date, the student should email I9ComplianceSvcs@jhu.edu for additional options.

Completing Section 2: JHU I-9 Compliance Representative or Authorized Representative performs Document Review and Verification (in-person)

Section 2 of the Form I-9 can be completed in-person as early as 30 days prior to the employee’s start date but no later than (3) business days (not including weekends or holidays) after the first day of work.

The employee must present original, unexpired documents to complete Section 2 of the Form I-9. The documents must be unexpired as of the date of hire. The student employee should not schedule their appointment to complete Section 2 until they have original, unexpired documents available.

In certain cases, the new hire may present an acceptable receipt for List A, B, or C documentation. For more information on receipts, refer to the Lists of Acceptable Documents.

Failure to complete the Form I-9 by the specified deadline based on their hire date could delay their start date with JHU.

Supplement B: Reverification to Extend Work Authorization End Date

Some current student employees must provide documentation to extend their work authorization if they wish to continue their employment with JHU. This will require that they reverify their employment eligibility in a timely manner.

1. The student employee can extend their work authorization as soon as the new extension becomes available.
2. To begin the process to extend the work authorization, the student should:
   
   1. Visit the I-9 Compliance Website: https://hr.jhu.edu/i9.
   2. Select the option “I am a current employee and I need to extend/update my eligibility to continue to work in the US”
      • Enter their home or campus/work zip code, whichever is most convenient

They will be directed to schedule an appointment to complete Supplement B of Form I-9 or be given instructions on how to extend their work authorization using an I-9 Anywhere Authorized representative.

For reverification, employees must present acceptable documentation from either List A or List C showing their continuing authorization to work in the United States. Visit https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents to see the list of Form I-9 acceptable documents.

Employees may choose not to show the same document they presented initially. If the employee has changed their non-immigrant status to a Legal Permanent Resident (LPR/Green Card), they will need to complete a new I-9 instead of completing Supplement B.

Legal Permanent Residents
Legal Permanent Residents (LPR) are not subject to reverification whether their LPR card has an expiration date of two (2) years or 10 years. Only LPRs who enter the country with the I-551 temporary stamp in their foreign passport are subject to re-verification. In that case, the expiration would be one (1) year from the date of entry.

Examples of Acceptable Documents for Work Authorization Verification

When the employee completes Section 2 of the new I-9, they MUST present original, unexpired documents of their choice from the list of acceptable documents (List A or a combination of B and C) that indicate their nonimmigrant classification is work authorized. For the reverification process, the student employee only needs to present proof of work authorization. No identity document is required.

For Example:

• F-1 Students:
  • Foreign passport, Form I-20 in combination with Form I-94.
  • JHU ID with photo and Form I-20 together with I-94.
  • Other acceptable List B and C documents.
  • OPT – (First Time) – I-766 Employment Authorization Document (EAD Card).
  • OPT STEM Extensions – 180-day automatic extension – Expiring or expired EAD in combination with form I-20 endorsed for STEM Extension.
• J-1 Students:
  • Foreign passport, Form DS-2019 in combination with Form I-94.
  • JHU ID with photo, Form DS-2019 in combination with Form I-94.
  • Acceptable List B and List C documents.
• H-1B Temporary Workers:
  • Foreign passport, Form I-94 endorsed for H-1B status with JHU.
  • JHU ID with photo, Form I-797 with I-94 attached.
  • Acceptable List B and List C documents.
• O-1 Extraordinary Ability/Achievement Individuals:
  • Foreign passport, Form I-94 for O-1 JHU status.
  • JHU ID, Form I-797 with I-94 attached OR acceptable List B and List C documents. Make sure Johns Hopkins University is indicated as an authorized employer on the Form I-797 or itinerary.
• H-1B/O-1– up to 240 days automatic extensions:
  • Unexpired foreign passport, Form I-797C receipt; or if you have not received the receipt but timely filed your extension, then
    — A copy of the new Form I-129.
    — Proof of payment the filing fee.
    — Proof of mailing the new petition to USCIS.

Foreign Nationals with No SSN/ Temporary ID Starting with 988

Foreign National Information Form (FNIF)
If a student is a foreign national, an individual who is (1) not a legal permanent resident (green card holder) and (2) not a citizen of the United States, they must complete the Foreign National Information Form (FNIF) and upload the required documents at the secure link: https://web.onbase.jh.edu/UnityForms/targetpages/FNIF.html

If the student does not have a Social Security Card (SSN) but has received a temporary ID number (TIN) that begins with the digits 988, they should enter that number on the FNIF. Questions related to this form should be directed to FNIF@jhu.edu.

It is crucial that the student applies for a SSN as soon as possible once they arrive to the United States and has received all documents to apply. The Office of International Services (OIS) website provides detailed information about the SSN application process, including the required documents to be presented to the Social Security Agency based on visa type, and instructions for F-1 Students to request an SSN authorization letter from OIS.

What happens if the student does not complete Form I-9 and FNIF on time?

They may not have access to update their tax or direct deposit information in Employee Self Service (ESS) until both the Form I-9 and the FNIF are completed. Failure to complete Section 2 of the Form I-9 within (three) 3 business days from their start date could jeopardize their continued employment with Johns Hopkins University.

Required State Notices

Certain states have notices that employers are required to provide to their employees, and employees must acknowledge receipt of the notice(s). If applicable to your state, you will receive an email from our compliance partner, Equifax, with instructions on how to acknowledge receipt of these notices. Questions about the required state notices can be directed to StateCompliance@jhu.edu.

Contact Information

I-9 Compliance Office
Office Phone: +1 667-208-8851
Email: I9ComplianceSvcs@jhu.edu