Employment Eligibility Verification

In order to comply with federal law, all employees hired after Nov. 6, 1986, must complete a Form I-9 and provide evidence of identity and employment authorization to document that they are authorized to work in the United States.

All new hires and those rehired with more than a three-day break in service must complete Section 1 of the Form I-9 by the end of their first day of work for pay. Section 2 of the Form I-9 must be completed within 3 days of employment. The Form I-9 may not be completed more than 90 days before your hire/start date.

All employees hired on or after Nov. 15, 2009, must also be E-verified, using an internet-based employment verification system operated by the Department of Homeland Security in conjunction with the Social Security Administration. This E-Verify requirement also applies to individuals hired before Nov. 15, 2009 who are currently supported by a federal contract.

Johns Hopkins University does not discriminate on the basis of national origin, in compliance with federal law.

Completing the Form I-9

Completing the Form I-9 is an important step in your employment process. Your Form I-9 must be properly completed to avoid delays with payroll processing. Refer to your “JHU Welcome Email” for details about how to complete the I-9 process. You can email [email protected] if you have questions related to completing the I-9 process.

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 (not including weekends or holidays) 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 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 business days of your start date, please email [email protected] 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. If you do not have original, unexpired documents, you must delay your I-9 appointment.

See the I-9 FAQ for more information.

Information for Foreign Nationals

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) once you have received your Johns Hopkins ID and email. You can upload the required documents at the following secure link: https://web.onbase.jh.edu/UnityForms/targetpages/FNIF.html. If you do not have a Social Security Card (SSN) but have received a temporary ID number (TIN) that begins with the digits 988, enter that number on the FNIF. We suggest you complete the FNIF form no later than the end of your first day at Hopkins. Questions related to this form should be directed to [email protected].

If you are a foreign national and 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/. 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).

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

All new hires are placed on a I-9 hold until a completed Form I-9 is received and processed. You will not have access to update your tax or direct deposit information in Employee Self Service (ESS) until both the Form I-9 and the FNIF are completed. Failure to complete your Form I-9 within (three) 3 business days from your start date could jeopardize your 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 [email protected].

Resources for JHU I-9 HR and Administrators

General I-9 FAQs

General I-9 Process Questions (FAQs)

What is I-9 and why do I need to complete it?

It is a federal form that used to verify the identity and employment eligibility in the US for an employee.

Who needs to complete I-9 at JHU?

All new employees (US and non-US citizen student, staff, faculty) must complete the I-9.
Students, staff, and faculty who have had a break in service of three (3) days or more from all active assignments/positions.
Students who receive scholarships and/or fellowships at JHU but have no other active assignments/positions.

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

Current JHU students, staff, faculty who have completed Form I-9 during their initial hiring process and have not had a break in service of three (3) days or more.

Is the I-9 process done in person or virtually?

Section 1 is done online. Section 2 and/or Reverification must be done in person by appointment.

What documents should I bring?

Please refer to the List of Acceptable Document (LAD) to determine which documents best support your identity and right to work in the US. Contact the I-9 Team if you are unable to find it.

Why don’t you accept electronic documents at the in-person interview?

It is a federal requirement that we review original, unexpired documents to complete I-9.

I don’t live or work in MD. How can I schedule an appointment to complete the I-9 process?

I-9 appointments can be scheduled on campus in Baltimore or with our vendor, I-9 Anywhere throughout the US. Please contact our team so we can provide you with the correct link based on your circumstances and location.

I am currently abroad. How can I complete Section 1 of the I-9?

You cannot. The I-9 cannot be completed outside of the US or their territories. If you work overseas, your work address must be updated accordingly with HR.

Can I use my nickname instead of my legal name on I-9?

You must use the name specified on official government documents (passport, driver’s license, SSN card, etc.)

My name has changed because of a life event but my documents are in my former name. Can I use them for the I-9 process?

We may accept documents with a different name than the name entered on the I-9 if the document reasonably relates to you. You may provide documentation to support a name change but is not required to do so. If we determine the document containing a different name does not reasonably appear to be genuine and to relate to the employee, we may ask you to provide other documents from the Lists of Acceptable Documents on the Form I-9.

Will I get a receipt upon completion of my I-9?

No, you will not receive a completion confirmation email about your I-9 form. If you or your supervisor/HR Department need confirmation, either may contact us or HR Department can view the I-9 form in Equifax.

What category do I fall under in Section 1?

#1 – A citizen of the United States – US Citizens whether natural born or naturalized.
#2 – A noncitizen national of the United States – Noncitizen nationals of the US were born in American Samoa or the Swains Islands or who has parents born in those acquired outlying possessions.
#3 – A lawful permanent resident – Individual who is not a US Citizen and who resides in the US under legally recognized and lawfully recorded permanent residency/green card. Asylees and refugees should not select this status.
#4 – A noncitizen authorized to work – Individual who is a not a citizen or national of the US, and not a lawful permanent resident, but is authorized to work in the US.

If I have completed an I-9 in the past, do I have to complete another, if I accept a new position?

If you were terminated in SAP from your previous position(s) for more than three (3) days before you were hired for the new position, you must complete a new I-9. If you have not had break in service, you are not required to complete a new I-9.

I-9 FAQs for Foreign Nationals

Section 1 has a field of SSN. My temp ID that JHU provided to me does not work there. How can I complete the I-9?

Temp ID is not the same as the real SSN. The SSN is a unique number provided by the US government. It is for your life time even if you leave the US and then return. If you never received your real SSN, you should select “SSN Applied for” on the I-9. Make sure you apply for SSN as soon as possible but not earlier than 10 days after your arrival to the US.

What documents can an F-1 student present?

You may choose which document(s) you present from the LAD. See the examples below:
- List A: a foreign passport, Form I-20, Form I-94.
- List B & List C:
  - A School ID/Driver’s License, State ID; Canadian Driver’s License, Native Tribal Documents; Form I-20;
  - Unrestricted US Social Security Card; Original/Certified copy of State Birth Certificate; Native American Tribal Document; US Citizen ID Card; DHS/USCIS Employment Authorization Document (either of Forms I-20, DS-2019, I-94, I-766)

Can I use the same documents for reverification?

As long as those documents are valid beyond your current expiration date on I-9. You will need to present original, unexpired documents as evidence of your continued work authorization beyond the expiration date of the original I-9.

My EAD application was filed three (3) months ago but I have not yet received the card. Can I work while the application is pending?

It depends on the category of your EAD. For example, you may not begin your pre- or post-completion OPT until after USCIS approves your Form I-765 and you receive your Employment Authorization Document (EAD) and complete the I-9.

My EAD application was approved, but I have not yet received the EAD. Can I work before it arrives?

It depends on the category of your EAD. For example, you may not begin your pre- or post-completion OPT until after USCIS approves your Form I-765 and you receive your Employment Authorization Document (EAD) and complete the I-9.

My current EAD/OPT has expired or is expiring. I filed for STEM OPT before the EAD expired. Can I continue to work for the same employer while the STEM OPT EAD is pending? What document(s) should I present?

In general, yes, you may continue working while your STEM OPT is pending. If you filed your STEM OPT extension application on time (prior to the EAD expiration date) and your OPT period expires while your extension application is pending, USCIS will automatically extend your employment authorization for 180 days or 540 days, if your EAD is based on a category eligible for Automatic Extensions. This automatic extension ends once USCIS adjudicates your STEM OPT extension application. You still need to reverify your I-9 on time before your current EAD is expired. For reverification using the EAD, you should bring the expired/expiring EAD with the Form I-797A (Notice of Action) which shows USCIS receipt of the STEM OPT application.

Is a Form I-797C, Notice of Action, for a lost/stolen EAD acceptable for I-9 completion and work authorization for 90 days?

Yes, you can use a receipt for a lost or stolen EAD as evidence of your identity and work authorization for up to 90 days of employment from the date of hire or if for reverification, from the date employment authorization expires. (Please note that replacement EADs usually take longer than 90 days to process.)

If I hold J-2 status, can I work before I receive the EAD or after the EAD expires?

J-2 status holders may work only after they received their Employment Authorization Document (EAD) from the US Citizenship and Immigration Services (USCIS) as long as the start date on EAD is not in the future. This status is not eligible for automatic extension after the EAD is expired and the employee has not received a new work authorization.

I am an O-1 beneficiary. My petition was filed by another company, not JHU. I believe that I am authorized to work for JHU. What documents do I need to provide you with during the appointment?

If your O-1 was sponsored by an employer for a single petition, your O-1 status is valid only for the position stated on the O-1 petition. You cannot accept any other employment outside that single employer. However, if the petition was filed by an agent, you may be able to use your O-1 approval with an itinerary or contract for services specifically for JHU.

FAQ for Alternative Procedure for I-9 Reverification

What is reverification in the context of Form I-9?

– Reverification is the process of ensuring that an employee’s employment authorization is still valid. Employers must reverify an employee’s employment authorization before it expires.

What is the new alternative procedure for reverification?

– The new alternative procedure allows employers to remotely examine the employee’s documentation via a live video interaction instead of a physical examination. Employers must indicate they used this alternative procedure by checking the appropriate box on Supplement B of the Form I-9.

Is JHU eligible to use the alternative procedure for reverification?

– Yes, JHU is enrolled in E-Verify for all employees that is the reason why our organization is eligible for this process.

How does the remote examination process work for reverification?

– I-9 Compliance Team or Equifax vendor must review the employee’s documents via a live video call. The employee must upload the scanned copies of their documents and then present their documents during the call, and the employer must ensure the documents appear genuine and relate to the employee. The employer then records the document information on Supplement B of the Form I-9.

What documents are acceptable for reverification?

– Employees must present unexpired documents from either List A or List C showing continued employment authorization. Receipts for a lost, stolen, or damaged document are also acceptable for reverification. Here are a few examples:
▪ Permanent Resident Card or Alien Registration Receipt Card (Form I-551)
▪ Employment Authorization Document (Form I-766)
▪ An unrestricted Social Security card
▪ Form I-94 and I-20/DS-2019
▪ Form I-94 or Form I-94A
▪ Expired EAD + Notice of Action
▪ Expired EAD + updated endorsed I-20

When reverification process must be completed?

– JHU must reverify an employee’s employment authorization no later than the date employment authorization expires. JHU cannot continue employing a person who does not provide proof of current employment authorization.

Can an employee use the same documents for reverification?

– As long as those documents are valid past their current expiration date on I-9. They will need to present original, unexpired documents as evidence of their continued work authorization beyond the expiration date of the original I-9.

If a current employee needs to complete reverification and they have changed their immigration status, will they still qualify for remote I-9 completion?

– Yes, they will, since they have a valid I-9 on file and need to reverify their employment.