Form I-9 Procedure

All student employees must complete an electronic Form I-9 through Boston University to work on-campus and it is vital that these forms be filled out accurately and in a timely manner. This form is required by the United States Citizenship and Immigration Services (USCIS), a division of the Department of Homeland Security. Supervisors may not allow a student to work beyond 3 days if the student has not completed a Form I-9.

The hiring department is responsible for ensuring that any new student employee (never having worked or been paid by Boston University) completes Section 1 of the electronic Form I-9 prior to or on the first day of employment.

Section 2 of the electronic Form I-9 must be completed by and in the physical presence of an authorized BU staff member.

For domestic students:

• 1. Staff should direct the student to Student Employment’s Required Paperwork webpage for instructions explaining how to complete section 1 of the form I-9
  2. After Section 1 is completed, an authorized staff member will then be able to access the student’s form information via the Staff I-9 Compliance Portal and complete Section 2 of the Form I-9.

For international students:

1. 1. Staff should confirm with the student which Visa Type they hold.
      • Students with F-1 visas are eligible to have their Form I-9 completed by the supervisor or Payroll Coordinator.
      • International students with all other visa types must report to the International Student Services Office (ISSO) for assistance completing the Form I-9.
   2. Staff should direct the student to Student Employment’s Required Paperwork webpage for instructions explaining how to complete section 1 of the form I-9 or to ISSO depending on their visa type.
   3. After Section 1 is completed, an authorized staff member will then be able to access the student’s form information via the Staff I-9 Compliance Portal and complete Section 2 of the Form I-9.
      1. For students with F-1 visas: On-campus work permission can be demonstrated by showing your passport, I-20 and I-94 (or print out).
      2. For students with J-1 visas: On-campus work permission can be demonstrated by showing a passport, DS-2019 and I-94 (or print out) along with J-1 student on-campus authorization. Note, ISSO will be assisting with the completion of the form I-9 for this student population, until further notice.

Documents presented to the authorized BU staff member to complete Section 2 of the Form I-9 must be original and unexpired student identification. Copies of identifications are not accepted as a requirement of the USCIS. A list of acceptable documents are available here. Once viewed, documents should be returned to the student.  The university does not maintain copies.

Step-by-step instructions to completing Section 2 for Domestic students.

Step-by-step instructions to completing Section 2 for International students with F-1 Status.

Once Section 1 and 2 of the Form I-9 has been completed, the student can be immediately hired via the New Hire/Rehire function located on the Student Employment section of the Business Link.

Usage of the electronic form I-9 is covered under your university data security agreement and federal perjury laws. Misuse of the electronic form I-9 is subject to University and Federal penalties.

If you have any questions or concerns about completing the Form I-9 with your student employees, please contact Student Employment.

Key Points for completing a student’s Form I-9 may be found here.

Payroll Coordinators have been authorized to assign End User access to departmental staff in order to complete Section 2 of the Form I-9 for any student hires within their Unit/Departments.  Here is a video which shows how to maintain end users for your department.