Completing and Verifying the Employee I-9 Form
As of Jan. 31, 2020, employers should begin using the Form I-9 edition 10/21/19 with a form expiration date of 10/31/2022. The current version of the form and full instructions are available at https://www.uscis.gov/i-9.
There are temporary COVID-19 policies in place for handling Section 2 of the I-9 which is normally to be completed in person. During this time, Section 2 of the I-9 will be completed via email. You can email copies of your acceptable documents to tss@tufts.edu. Once the offices are reopened, you will need to visit in person to a TSS location to reverify your I-9. There is also a temporary procedural change related to accepting expired List B Documents. TSS will be able to answer questions and explain in further detail. The requirement for reciprocal processing entails physical presence for verification. During the COVID pandemic, virtual verification of the I-9 will have to be done instead.Any person hired to perform labor or services in return for wages or other remuneration must complete the Employment Eligibility Verification Form I-9 Section 1 on their first day of work through E-serve*.
The I-9 process is used to verify the employee’s identity and ability to work in the United States. Rehired employees who have completed an I-9 within 3 years of their new hire date do not need to complete a new I-9 unless otherwise required due to expiring Foreign National Documents or changes to the visa status. (click here for I-9 RE-verification).
All persons that provide an employment authorization expiration date in Section 1 must have their authorization re-verified on or before the date provided to continue employment beyond that date.
An authorized I-9 representative from Tufts Support Service must review (in person) the new hire’s original, unexpired work authorization documentation and complete the employer portion, Section 2, of the form by the 3rd business day of hire, not including the day of hire (e.g., if an employee starts on a Thursday, you must complete the employment verification by Tuesday). Per Department of Labor policy, the I-9 verification should not be completed prior to the Start Date since the Employee Relationship should not commence until the Day of Hire. In addition, verifying the I-9 in advance can cause issues with the Employee Job Data, including a Premature launch of a Benefit Event, if applicable. See also the Immigration Reform Control Act information which is part of the HR Employee Policies and Procedures. We cannot accept copies nor can we accept expired documents.
*If this is not done by the end of the 3rd business day of hire, not including the day of hire, you will not be allowed to work and may not be paid. Please note that this cannot be done prior to the day of hire.
EMPLOYER ELIGIBILITY VERIFICATION LOCATIONS:
| CAMPUS | | VERIFICATION LOCATION | HOURS OF OPERATION |
| | | | |
| BOSTON* | | Tufts Support Services
75 Kneeland Street
Room 651
Boston, MA 02111
| Monday – Friday
9:00 a.m. to 5:00 p.m. closed at lunch between 1:00-2:00 on Tuesday and Thursday; 12:30-1:30 on Monday, Wednesday and Friday
Phone: 617.627.7000
Please call ahead before going to office.
|
MEDFORD &
SOMERVILLE | | Tufts Support Services
169 Holland St.
Somerville, MA 02144 |
Monday – Friday
8:00 a.m. to 6:00 p.m.
Phone: 617.627.7000
|
| GRAFTON | | Tufts Support Services
Central Services Building
200 Westboro Road
N. Grafton, MA 01536
| Monday – Friday
9:00 a.m. to 5:00 p.m. (closed 12:30-1:30)
Phone: 617.627.7000
Please call ahead before going to office. |
| SMFA | | SMFA at 230 The Fenway
2nd floor, Dean's Suite B203
Boston | Monday - Friday
10:00 a.m. to 4:00 p.m.
To schedule appointment email
Caleb.davis@tufts.edu |
*You will receive instructions on logging into
E-Serve through an email with the
Subject: New or Rehire Employee Information – Immediate Attention Required after your Department enters your New Hire paperwork and approximately one business day
after you have completed the process of
Pre-Provisioning or "Establishing your Online Identity", if applicable.