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.
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 within three (3) business days of their first day of work for pay. 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 in appropriate fields location on the JHU I-9 Compliance website: https://hr.jhu.edu/i9/. You will then be directed to complete Section 1 of the Form I-9 electronically. Once you have completed Section 1, you can schedule an appointment to have Section 2 of the Form I-9 completed in person. 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.
- Visit the iHopkins web portal.
- Click ‘LOGIN’ under ‘Students/Scholars/Int’l Employees with Active JHED ID’.
- Log in with your JHED credentials.
- Click ‘University Employment’ on the left side of the screen.
- Select ‘SSN Letter Request.’ As part of this request, you will upload your Confirmation of Campus Employment Form.
- 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 firstname.lastname@example.org.
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.
- 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.