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I-9 Collection Processes

NOTE: Effective immediately, all hiring departments must be using the new version of the Form I-9 with a 08/01/2023 version date and a 07/31/2026 expiration date. I-9s completed  after 10/31/2023 that do not have the 07/31/2026 expiration date will be returned to hiring departments. THERE IS NO CHANGE ON HOW WE CURRENTLY VERIFY I-9 DOCUMENTATION. Schools and Units will continue to follow the current process of having an employee or authorized Section 2 completer review Section 2 documents in person in the presence of the employee.  
See downloadable complete I-9 packets and detailed instructions below.

Form I-9 Requirements

To comply with federal law, employees must complete a Form I-9 to show eligibility to work in the United States. A Harvard I-9 Administrator or Authorized Representative must review, in person, original unexpired Section 2 documentation within three days of the employee’s start date. For schools or units with an on-campus presence, a Harvard I-9 administrator must complete section 2 of the Form I-9 in person. Assigning an Authorized Representative to complete Section 2 increases the risk for inaccurate form completion and documentation and therefore should be reserved only for exceptional cases.

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: Harvard is not currently eligible to complete remote examination of I-9 documents. Until further notice, and to comply with federal regulations, the Harvard I-9 Administrator or Authorized Representative must review, in person and in the physical presence of the employee, the original unexpired Section 2 documentation when completing Section 2 of the Form I-9. 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. See Considerations for Foreign Nationals.

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

Download Files:
I-9 Collection Process Instructions - Revised 10/06/2023
Packet – Form I-9 with Instructions for Employee and Harvard Authorized Representative - Rev. 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 October 06, 2023
Options for Paper I-9 Collection

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

Option 1 – In-Person Completion (Required if Department or Employee has an on-campus presence or if Employee lives within 50 miles of campus)

Schools and units with an on-campus presence (hybrid or other) must have a Harvard I-9 Administrator complete section 2 and meet with the new hire to review original documents in person following their usual I-9 collection process. This reduces the possibility of incomplete or inaccurate I-9s. 

Fallback Option - Authorized Representative
 

In the rare case where a Harvard I-9 Administrator is not able to complete Section 2 and review the documentation in person (e.g., employees who are 100% remote and live >50 miles from campus), Harvard may assign the role of Authorized Representative to an outside individual, who may complete Section 2 of the Form I-9 on Harvard’s behalf. If completed correctly and, with the submission of Section 2 documents, no further action is required by the Harvard I-9 Administrator.

This option cannot be used for convenience or if the local hiring unit has an on-campus presence.

  1. An authorized representative may be an adult household member, personnel officer, foreman, notary public, etc. Best practice is to have a notary (if allowed by that state) or personnel office complete Section 2 of the Form I-9 rather than household member.
  2. In the physical presence of the new employee, the authorized representative would complete section 2, review original documents, collect copies of the documentation and sign section 2 on behalf of Harvard. The signature must be an original or electronic/digital signature with a date and time stamp.
  3. Harvard remains liable for any incomplete forms, so a Harvard I-9 Administrator must set up a video conference call to walk the authorized representative through the process and review the documentation via video conference, making sure that the documents are appropriate, original, and not expired.
  4. Authorized Representatives must enter in the “Additional Information” box the language “reviewed with” and the name of the Harvard I-9 Administrator who reviewed the documents with them remotely (e.g., “Reviewed with John Harvard”).
  5. The Harvard I-9 Administrator must review the completed Form I-9 and documentation before submitting it to their local office or Central Payroll following local procedures. Incomplete I-9s will be returned.
  6. See Instructions - Form I-9 New Employee and Authorized Representative for step-by-step processes.
  7. If submitting completed documents electronically to Central Payroll, please request a secure email by logging a ticket at ufs_crt@harvard.edu and name the documents submitted to Central Payroll with the employee’s legal name and document being submitted (e.g., “John Harvard I-9” or “John Harvard I-94” or “John Harvard I-9 Full Packet”).

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

For schools or units with an on-campus presence, a Harvard I-9 administrator must complete section 2 of the Form I-9 in person. Assigning an Authorized Representative option increases the risk for inaccurate form completion and documentation and therefore should be reserved only for exceptional cases.

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 i9help@harvard.edu for guidance with exigent circumstances.

Options for Equifax Electronic I-9 Completion:

Option 1 - In Person Completion (Required if Department or Employee has an on-campus presence)

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

Option 2 - 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.

Fallback Option - Upload Paper Form I-9 Completed by an Authorized Representative

This option cannot be offered if the hiring department or employee has an on-campus presence. In the rare case where a Harvard I-9 Administrator is not able to complete Section 2 and review the documentation in person (e.g., for employees who are 100% remote and live >50 miles from campus), Harvard may assign the role of Authorized Representative to an outside individual, who may complete Section 2 of the Form I-9 on behalf of Harvard. If completed correctly and, with the submission of Section 2 documents, no further action is required by the Harvard I-9 Administrator. An Authorized Representative may be an adult household member, personnel officer, foremen, notary public, etc. Best practice is to have a notary (if allowed by that state) or personnel office complete the Section 2 of the Form I-9 rather than a household member. This option cannot be used for convenience or if the local hiring unit or employee has an on-campus presence.

Be sure the completed paper Form I-9 has an expiration date of 07/31/2026. Any Form I-9s that do not have that date cannot be used and hiring departments will be required to complete a new paper Form I-9..

  1. See Packet - Form I-9 with Instructions for Employee and Authorized Representative
  2. A Harvard I-9 Administrator must set up a video conference with the Authorized Representative to assist them with the process in order to view and confirm the appropriate documents have been presented and the paper form I-9 has been completed accurately.