USCIS Form-I9: Employment Eligibility Verification

As an employee, you must complete, sign and submit Section 1 of the Form I-9, which includes personal information and attestation that you are eligible to work in the United States. You may complete the Form I-9 through the Ignite HR Self Service page. 

You may complete Section 1 of Form I-9 once you have a job offer; however, Section 1 must be completed, signed and submitted no later than your first day of employment. 

Section 2 of the form is completed by Human Resources with your assistance.  You must   present original, acceptable, and unexpired documentation establishing your identity and employment authorization to Human Resources in person no later than your third day of  of employment. Employees who do not complete a Form I-9 within their first three days of work will not be able to continue working at the College until a Form I-9 has been completed. For international employees: students, faculty and staff, please review the additional information provided below.  

All employees should consult the USCIS site for detailed instructions on how to complete the form I-9 found here.  You are prohibited from engaging in any kind of employment activity until you have completed and signed your Form I-9 and are certain you have authorization.

As the employer, Holy Cross is responsible for reviewing Section 1, ensuring that the form is properly completed, completing Section 2 after physically examining your documents, and retaining a copy of the completed form. The form is only complete when both sections have been properly completed.

Employers may accept a variety of documents to verify your identity and employment authorization.  Please review the lists of Acceptable Documents found on the USCIS website here.   

For instructions on completing the form online in HR Self Service, please visit the Ignite HR Self Service page.

Eligibility to work in the United States requires employment authorization and is determined by a number of factors including an employee’s citizenship or immigration status such as the type of Visa and or an Employment Authorization Document (EAD).

Please note that any changes to your immigration status or authorization to work in the United States requires the Form I-9 to be re-verified and or the submission of new Form I-9.  Employees are required to re-verify their Form I-9 or complete a new form based on the change, such as the following: 

• If you receive a new Employment Authorization Document (EAD), a new type of employment authorization, or an extension of your current employment authorization
• If there is a change to your immigration classification or visa category
• If you obtain U.S. lawful permanent residence I-551 (sometimes referred to as a “green card”) after starting employment at Holy Cross, or complete your Form I-9 with a Temporary I-551 status and then receive your permanent I-551
• If you become a U.S. citizen

Important Information About Social Security Numbers

A Social Security Number (SSN) is a unique identification number that allows the U.S. government to monitor your taxable wages earned as an employee in the United States. As an international student, faculty or staff, you only qualify for a Social Security Card if you have authorization to work in the United States. 

It is important to understand that a SSN does not give you U.S. employment authorization. It simply provides an identifying number for you to be paid for your U.S. employment and for your employer to deduct the appropriate taxes on behalf of the U.S. Internal Revenue Service.

To be eligible for a SSN, you must be physically present in the United States in an immigration classification that permits employment. If you do not have a SSN, please visit the section below on what is required and how to proceed with applying for one. After receiving your SSN please be sure to contact HR/Payroll to have it added to your record.

For international students who are pursuing academic studies holding a F-1 Visa, you may work on campus while attending the College if you are granted permission by the Assistant Dean of International Students. If your work authorization expires, you may not work until you are granted an extension.

To complete Section 1, you will need to refer to your Form I-20.  The program end date listed on Form I-20 should be provided in the date field of box 4 An alien authorized to work until, in Section 1. 

To complete Section 2 of the Form I-9, you will need to present original unexpired documentation that verifies your identity and employment authorization such as your passport and Form I-20 to Mirabelle Tseng, Assistant Dean of International Students. Further instructions on completing Form I 9 can be found on the USCIS site  and the complete list of acceptable documents can be found here. If you require assistance or have questions regarding Student Employment please contact Mirabelle Tseng, Assistant Dean of International Students.

For those students, faculty or scholars who hold a J-1 Visa, please review the instructions on completing the Form I-9 on the USCIS site found here. You should refer to your DS-2019 when completing Section 1 of the Form I-9. Part 3 of your DS-2019 lists the end date of your program.  The program end date listed should be provided in the date field of box 4 An alien authorized to work until, in Section 1. This is the last day that you will be eligible to work in the United States under this visa. You will be required to present your identification documentation to HR when completing Section 2 of the I-9 form.  The USCIS site provides detailed information and what documentation can be used in List A, showing both identity and employment authorization such as:

• An unexpired foreign passport;
• Form I-94 indicating J-1 nonimmigrant status; and
• Form DS-2019 with the responsible officer’s endorsement. The J-1 exchange visitor cannot work after the program end date on this form

If you require assistance or have questions regarding your J-1 Visa and work authorization, please contact Ann MacGillivray.

Employees in a variety of nonimmigrant statuses who are authorized to work in the United States will have a document issued to them authorizing them to work in the United States.  This document should be used to complete certain portions of Section 1 of the Form I-9.  The end date in which you are authorized to work in the United States can be found on the approved authorization document issued to you.  That end date listed should be provided in the date field of box 4 An alien authorized to work until, in Section 1. Please visit the USCIS site for directions on completing the form based on your nonimmigrant status and specific work authorization.  Please be sure to review the list of acceptable documents provided by the USCIS to be presented to HR to complete Section 2 of Form I-9.

If you require any assistance regarding your work authorization, please contact Ann MacGillivray, Office of the Provost.

For those employees who are not students or faculty that are in a nonimmigrant status and authorized to work in the United States, please visit the USCIS site for directions on completing the form based on your nonimmigrant status and specific work authorization. The end date in which you are authorized to work in the United States can be found on the approved authorization document issued to you.  That end date should be provided in the date field of box 4 An alien authorized to work until, in Section 1. Please visit the USCIS site for directions on completing the form based on your nonimmigrant status and specific work authorization.  Please be sure to review the list of acceptable documents provided by the USCIS to be presented to HR to complete Section 2 of Form I-9.

If you require any assistance, please contact Human Resources.

All employees paid by the College must have a valid Social Security Number (SSN) for tax purposes.

A SSN is a unique identification number that allows the U.S. government to monitor your taxable wages earned as an employee in the United States. As an international student, faculty or staff member, you only qualify for a Social Security Card if you have authorization to work in the United States. 

It is important to understand that your SSN does not give you U.S. employment authorization. It simply provides an identifying number for you to be paid for your U.S. employment and for your employer to deduct the appropriate taxes on behalf of the U.S. Internal Revenue Service.

To qualify for a SSN, you must be physically present in the United States in an immigration classification that permits employment. If you do not have an SSN, please review the information below on how to proceed. After receiving your SSN please be sure to contact HR or Payroll to have your number added to your record.

The Process

Applying for a Social Security Card consists of completing an online application which includes providing required documentation and the final step, visiting a local Social Security Administration office to present your documentation within 45 days. 

Applying for a Social Security Card

When possible, you should obtain your Social Security Card before you begin any work in the United States. If you begin employment without a Social Security Number, you must provide your number once you receive it to Payroll or HR so it can be recorded. For detailed instructions and what is required by immigration status, please click the applicable Social Security Administration link provided before proceeding to the application:

• International Students F-1 or J-1 and Social Security Numbers
• Foreign Workers and Social Security Numbers
• Social Security Numbers For Noncitizens

Start Your SSN Application Online

Follow the instructions provided in the online Social Security Number Application to apply for a new or replacement Social Security card. After the application is submitted, you must visit a local Social Security office in person to present the appropriate documentation within 45 calendar days.

Documents for SSN Application

Please refer to the Social Security Administration’s Evidence Requirements form to make sure you have all the documents you need. All acceptable documents must be original, or copies certified by the agency that issued them, unexpired and must show name, date of birth or age. You must present all of the following documentation:

• Unexpired foreign passport with U.S. visa folio inside
• Original Form I-94 Departure card, if applicable, or printout of I-94 from your most recent entry
• Additional documents depending on your immigration status to show U.S. employment authorization. These can be determined by downloading a full set of instructions which includes a chart of the necessary additional documents 

Finish Your SSN Application - Visiting a Local Social Security Administration (SSA) Office

You must present documentation at a local SSA office to complete your application. Office locations and hours can be found using the SSA office locator tool.