Required Paperwork
If this is your first time working at Boston University, you must complete pre-hire paperwork.
Form I-9
This form is required by the United States Citizenship and Immigration Services (USCIS), a Department of Homeland Security division. The Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States, as outlined in Form I-9 instructions. All US employers, regardless of size, must properly complete Form I-9 for every individual they hire for employment in the United States.
Domestic Students
Domestic students can present their identification to their supervisor.
- Complete Section 1 of the electronic Form I-9.
- Complete Section 2 with the hiring manager/department. If they cannot complete section 2 with your hiring department, you may visit the FirstPoint Customer Service Center, located at 881 Commonwealth Avenue, 2nd floor. This section must be done in person no later than three business days after your first day of employment. Students cannot contnue working after the third business day until this step is complete.
- You must supply original, unexpired identification documents to verify your identity and employment authorization. Federal Regulations prohibit the use of any reproductions, including scans and copies, of the original documents.
- Option 1: US Passport OR US Passport Card
- Option 2: BU ID and Social Security Card
- Duplicate Social Security Cards can be requested from the Social Security Administration here.
- Option 3: BU ID and Birth Certificate
- Once the Form I-9 is complete, the student can be hired for their on-campus job. See the Student Employment Office website for more information.
The complete list of identification options can be viewed here.
International Students
New students must complete the Initial ISSO check-in BEFORE completing the I-9 process.
You must have a job offer for on-campus employment BEFORE you can begin the I-9 verification process. Once you have secured an on-campus job, you must take the following actions to be set up in the BU payroll system:
- Review instructions explaining how to complete Section 1 of the Form I-9.
- Complete Section 1 of the electronic Form I-9.
- Complete Section 2 with the hiring manager/department. If they cannot complete section 2 with your hiring department, you may visit the FirstPoint Customer Service Center, located at 881 Commonwealth Avenue, 2nd floor. This section must be done in person no later than three business days after your first day of employment. Students cannot work after the third business day until this step is complete.
- You must supply original, unexpired identification documents to verify your identity and employment authorization. Federal Regulations prohibit the use of any reproductions, including scans and copies, of the original documents.
- F-1 students should present a passport, I-20, and I-94 directly to their hiring manager to complete the I-9 as part of the new hire process.
- J-1 students sponsored by BU must request ISSO authorization for on-campus employment authorization by presenting a passport, DS-2019, and I-94 to the ISSO during regular business hours. ISSO will assist in completing Section 2 of the I-9 so students can complete the new hire process directly with their hiring department.
- J-1 students sponsored by a third party (not BU) should present written authorization to work on the BU campus from their program sponsor in addition to a passport, DS-2019, and I-94 to the ISSO during regular business hours. ISSO will assist in completing Section 2 of the I-9 so students can complete the new hire process directly with their hiring department.
- Students in all other non-immigrant categories should present documentation proving their identity and employment authorization to the ISSO during regular business hours. Documentation will vary depending on immigration status (see the list of documents USCIS accepts for I-9 purposes). ISSO will complete Section 2 of the I-9 so students can complete the new hire process directly with their hiring department.
- Once the Form I-9 is complete, the student can be hired for their on-campus job. See the Student Employment Office website for more information.
The complete list of identification options can be viewed here.
The Form I-9 consists of two sections.
Section 1 – must be completed on or before the student first day of employment. Student employees will enter their BUID number and fill in all required employee information fields.
- International students – Additional information related to your visa is required; see the drop-down below.
Section 2 – must be completed by your hiring manager/department. If you cannot complete section 2 with your hiring department, you may visit the FirstPoint University Service Center, located at 881 Commonwealth Avenue, 2nd floor.
Section 2 must be done in person no later than three business days after your first day of employment. You must supply original, unexpired identification documents to verify your identity and employment authorization. Federal Regulations prohibit the use of any reproductions, including scans and copies, of the original documents. Please view the following instructions based on student type.
Social Security Number
Students are able to start working without a valid Social Security number in the Student Payroll system.
However, for tax purposes, all student employees are required to have a valid Social Security number on file by the end of the calendar year. Students are able to report this to Student Payroll when filling out Section 1 of the Form I-9, during the hire process when their supervisor is inputting their hire record, or directly to Student Employment. Once Student Payroll has a student’s Social Security number, their payroll file is updated for the duration of their time at Boston University.
Not having a Social Security number on file by the end of the calendar year can affect a student’s taxes and it is possible for students to get a tax penalty.
Supervisors and staff should refer to our information regarding students without Social Security numbers.
Confidentiality and Privacy Agreements
Depending on the accessible information a student employee has during their employment with a department, they will be required to sign a Family Educational Rights and Privacy Act (FERPA) Non-Disclosure agreement and a Student Employment Confidentiality agreement. These forms will be provided and stored locally by the student’s direct supervisor.
Additional Required Paperwork for the Federal Work-Study Program
For on-campus Work-Study positions:
- If the student’s supervisor requires an Award Confirmation Form, this can be found on the Student Link Work tab under Work-Study Award Information.
For off-campus Work-Study positions:
If a student returns to the same Work-Study job for the following academic year, they may be part of the Automatic Rehire process.