I-9 Collection Processes

 

PLEASE NOTE: Harvard is now eligible to complete remote examinations of I-9 documents. To comply with federal regulations, the Harvard I-9 Administrator may now review Section 2 documentation remotely (via zoom) or in person, depending on the employee’s preference, as long as the original, unexpired documents are provided.

Remote review no longer requires an authorized representative; employees can submit documents electronically for a review.

In-person appointments and drop-in hours are also available for those who prefer to complete the process face-to-face.

Form I-9 Requirements

To comply with the federal law, employees must complete a Form I-9 to show eligibility to work in the United States. A Harvard I-9 Administrator must review, remotely (via zoom) or in person, original unexpired Section 2 documentation within three days of the employee’s start date.

This guidance applies to current employees and prospective new employees who have accepted a paid position at Harvard. Individuals with an unpaid appointment (e.g., visiting scholars, unpaid interns, etc.) are not covered by this guidance. Follow your School's or unit's unpaid or courtesy appointment processes.

Please note, to comply with immigration regulations, certain non-U.S. citizens will have restrictions that prohibit non-Harvard work locations. Hiring departments and employees must confirm their work location eligibility with the Harvard International Office (HIO) prior to being hired.

Please contact ufs_crt@harvard.edu for guidance with exigent circumstances.

 

Download Files:
I-9 Collection Process Instructions - Revised 10/06/2023
I-9 New Form I-9 Tips and Tricks - Rev. 08/23/2023
USCIS Site with Form I-9 and Instructions 

Participating Pilot Schools - Equifax Electronic I-9 Materials for Harvard I-9 Administrators - - Rev. 10/06/2023

 

I-9 Collection Process - Revised February, 2025

Options for I-9 Collection

Below are three options available to hiring departments regarding completion of the paper Form I-9.

For Schools and Units Piloting the EQUIFAX Electronic I-9 and E-Verify Process:

Harvard I-9 administrator must complete section 2 of the Form I-9 remotely (via zoom) or in person.

Option 1 – Remote Completion

Schools and units will follow their usual I-9 Equifax collection process, sending the (remote) URL to the employee to complete Section 1 and then the employee will be meeting with the Harvard I-9 Administrator via zoom to complete Section 2 remotely.

Option 2 - In Person Completion

Schools and units will follow their usual I-9 Equifax collection process; sending the (in-person) URL to the employee to complete Section 1 and the Harvard I-9 Administrator completes Section 2 with in-person document review.

Option 3 - Use the I-9 Anywhere Option

Equifax offers a remote I-9 option called I-9 Anywhere, which allows new employees who are not local to take their Section 2 documents to an approved remote agent based on their zip code prior to arriving on campus. There are over 1,300 authorized remote agents across the U.S., and new employees can select and schedule a time to bring in their Section 2 documents at their convenience. See I-9 Anywhere Support Guide.

  1. Harvard will send the specific I-9 Anywhere link to the new employee who will complete Section 1 and set up an appointment with a I-9 Anywhere remote agent.
  2. The employee will go their appointment and the remote agent will complete Section 2 and submit documents to E-Verify.
  3. Harvard I-9 Administrators must review the E-Verify response and complete any follow-up needed (e.g., Photo Matching).
  4. Schools will be charged ($115) for each remote hire request. If an appointment is cancelled or rescheduled or a “no show” within 24 hours of the agreed upon appointment, the school will also be charged $115.
  5. Contact Central Payroll at I9help@harvard.edu to request the I-9 Anywhere Remote URL to send the new employee.

 

Please contact i9help@harvard.edu for guidance with exigent circumstances.