Form I-9

The U.S. government requires all employers to verify eligibility to work for each person they hire. As part of that verification process, a Form I-9 must be completed by all employees, including student employees. This refers to students who are new to the university payroll system or students who have had a break in service. If you are currently employed with the University, a new I-9 is not required.

Completing the Form I-9

Federal law requires that all newly hired and rehired faculty, staff and student employees working in the United States complete a Form I-9. New hires can complete Section 1 of Form I-9 as early as 30 days prior to their start date and will have until the end of their first day of employment to complete. Section 2 of the Form I-9 must be completed no later than (3) business days after their first day of work. To begin the process, you will need to (a) select your employee classification (new or returning after a break in service); and (b) enter your hire date and your home zip code or campus address zip code for JHU students in appropriate fields location on the JHU I-9 Compliance website: https://hr.jhu.edu/i9/. From there, you will receive instructions on how to complete Section 1 of your Form I-9 and will be able to schedule an in-person appointment to complete Section 2 of the Form I-9. If there are no appointments available within 3 days of your start date, please email I9ComplianceSvcs@jhu.edu for additional options. You 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.

Foreign Nationals without a SSN

If you do not have a Social Security Number (SSN) that has been issued by the Social Security Administration, or if you have been given a temporary ID number that begins with the numbers 988, leave the SSN field blank on the Form I-9 and select SSN Applied For. You must apply for and obtain a Social Security card as soon as possible. Instructions on how to apply for this card can be found on the OIS website: https://ois.jhu.edu/Legal_Matters/Social_Security_Information/. Your SSN is required to complete the I-9 process and to ensure that your payroll records are accurate. Once obtained, upload a copy of our SSN card using the link emailed to you through the ONBASE system (see Foreign National Information section below).

Foreign National Information

If you are a foreign national, who is not a legal permanent resident (green card holder), you 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 you do not have a SSN but have received a temporary ID number that begins with the digits 988, enter that number on the FNIF. Questions related to the this form should be directed to FNIF@jhu.edu.

What happens if I do not complete my Form I-9 timely

All new hires are placed on I-9 hold until a completed Form I-9 is received and processed. While on I-9 hold, you will not have access to update your tax or direct deposit information in Employee Self Service (ESS). Failure to complete your Form I-9 within (three) 3 business days could jeopardize your continued employment with Johns Hopkins University.

If you have additional questions regarding the I-9 process, please email I9ComplianceSvcs@jhu.edu.

Social Security Letter Request Process

For students who need to apply for their permanent U.S. Social Security Number after the completion of their I-9, go to the Social Security Letter Request process below.

  1. Visit the iHopkins web portal.
  2. Click ‘LOGIN’ under ‘Students/Scholars/Int’l Employees with Active JHED ID’.
  3. Log in with your JHED credentials.
  4. Click ‘University Employment’ on the left side of the screen.
  5. Select ‘SSN Letter Request.’ As part of this request, you will upload your Confirmation of Campus Employment Form.
  6. You will be contacted by email when your letter is ready and available for pick up in the OIS.

If you have any questions, contact ois@jhu.edu.

Re-Verification to extend Work Authorization End Date

An individual whose employment authorization has expired must re-verify their form 1-9. Re-verification must occur no later than the date that employment authorization expires. The employee MUST present original documents of their choice from the list of PDF Document: acceptable documents (List A or C). Students may wish to present a combination of documents that indicate their classification is work authorized.

For Example:

  • F-1 Students – Form 1-20 in combination with Form 1-94
  • J-1 Students – Form DS-2019 in combination with Form 1-94
  • H1B Temporary Workers- Form 1-94
  • H1B – 240 day automatic extensions
    • Same Employer – 1-94 Form
    • Switching Employers (Portability) 1-94 Form and Foreign Passport
  • OPT – (First Time) -1-766 Employment Authorization Document (EAD Card)
  • OPT Stem Extensions – 180 day automatic extension – Expired EAD in combination with form 1-20 endorsed for Stem Extension.

 

Legal Permanent Residents

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