If this is your first time working at Boston University, you must complete pre-hire paperwork. Here’s what you need to know to submit the necessary forms.
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.
Form I-9 Breakdown
The Form I-9 consists of two sections. Please note that international students must complete the Initial ISSO check-in and have a job offer for on-campus employment BEFORE completing Section 1 and 2 of the I-9 process.
Section 1 – Must be completed on or before your first day of employment. You’ll be prompted to complete section 1 of the Form I-9 on the JobX Student Job Board when you’re offered a job.
If you were offered a job and haven’t received a prompt or you are not sure where to go, check out this guide to completing the Form I-9.
Section 2 – Must be completed in person with a supervisor, department administrator or other Boston University Authorized Representative no later than three business days after your first day of employment. You’ll be prompted to select the location where you’ll be completing section 2 of the Form I-9. If you cannot complete section 2 with your hiring department, you may opt to visit the FirstPoint University Service Center, located at 881 Commonwealth Avenue, 2nd floor.
Remember, 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.
Domestic students typically provide one of the following options:
- Option 1: US Passport OR US Passport Card
- Option 2: Drivers License and Social Security Card
- Duplicate Social Security Cards can be requested from the Social Security Administration.
- Option 3: BU ID and Birth Certificate
Failure to complete the I-9 within the designated timeframe will delay the hiring process and payment release.
International students provide different documents depending upon their status:
- F-1 studentsshould 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 BUmust request ISSO authorization for on-campus employment authorization by presenting a passport, DS-2019, and I-94 to the ISSO during regular business hours.
- 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.
- Students in all other non-immigrant categoriesshould 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).
Social Security Number
You’re able to start working without a valid Social Security Number (SSN) in the Student Payroll system. However, for tax purposes, all student employees are required to have a valid SSN on file by the end of the calendar year. You can report your SSN to Student Payroll in one of three ways:
- Enter it into Section 1 of the Form I-9
- Provide it to your supervisor during the hiring process
- Give it directly to Student Employment in-person or electronically:
- In-person: Go to the FirstPoint counter at 881 Commonwealth Ave, 2nd floor with your Social Security Number card and BU ID.
- Electronically: Send a secure email by visiting https://securecontact.me/seo@bu.edu. Please use your BU email address and the subject line: “SSN Submission”. The email message must include your full Social Security Number and UID. (Please do not share your SSN via regular email or phone).
Once Student Payroll has your SSN, your payroll file is updated for the duration of your time at Boston University. If you don’t have an SSN on file by the end of the calendar year, your taxes may be affected—and you could even receive a tax penalty.
Supervisors and staff should refer to our information regarding students without Social Security numbers.
Confidentiality and Privacy Agreements
Depending on the information you have access to during your employment, you may also 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 required during the hiring process and stored within Student Employment.
Student employees must understand that any student information they obtain on the job must remain in the workplace. Students must not, under any circumstances, release student information to anyone unless their position specifically requires them to do so. In addition, students may not acquire student records information that is not relevant to their jobs.
Federal Work-Study Program Paperwork
For off-campus Work-Study positions, your hiring manager must complete an Off-Campus Work-Study Authorization Form and have it approved by the Off-Campus Payroll Coordinator before you can accept the job.