I-9 Employee Information

Coronavirus Update:

Georgetown University is taking proactive steps to ensure the health and safety of our community. As part of these efforts, the I-9 Office will be moving to a teleworking environment starting March 16, 2020. The Department of Human Resources I-9 website offers detailed instructions and access to all of the forms required to complete a remote I-9.

Employees are permitted to complete the I-9 form in one of four ways:

  1. Schedule an in-person appointment (new window)  (new window)with an I-9 Analyst to complete the I-9 form. Scheduled appointments will be required for the duration of the University’s Telework Continuity operating status. We are located on the 6th floor of 2115 Wisconsin Avenue NW, Suite 601, Washington, DC 20007  (Open 8:30 am- 5:00 pm) (new window) and on Main Campus in Reiss Hall, Room 209: 1551 Tondorf Rd, Washington, DC 20007 (Open 9:00am- 4:30pm) (new window).
  2. Law Center employees may contact LawHR@georgetown.edu (new window) to schedule an appointment and report to the Department of Employment Services (McDonough Hall, Room 583) to complete the I-9.
  3. Complete the Remote I-9 form (new window)  with an authorized representative. Complete the Remote I-9 form  with an authorized representative. The Department of Human Resources I-9 website (new window) offers detailed instructions and access to all of the forms required to complete a remote I-9.
  4. In certain circumstances, new employees who are ill due to COVID-19 or are unable to leave their residence due to a federal, state, or local quarantine or isolation order related to COVID-19 may be permitted to complete their I-9 via zoom. Please email I-9@georgeotown.edu (new window) for further information about this option and to set up an appointment with an I-9 Analyst.

The I-9 form is a form that all employees working in the United States are required to fill out. If you are working remotely outside of the US, please contact our office to see if you are required to complete the I-9 form. Employees are required to complete the form within three days of their hire date. 

Please contact the I-9 office at i-9@georgetown.edu with any questions or concerns regarding the I-9 Form. 

List of Acceptable Documents

In order to complete the I-9 form, employees must provide documentation that establishes their identity and work authorization. All documents presented must be unexpired, originals.

NO COPIES WILL CAN BE ACCEPTED, NO EXCEPTIONS. 

List of Acceptable Documents

Receipts

If an employee is unable to present a required document (or documents), the employee can present an acceptable receipt. The receipt must show that the employee has applied to replace a document such as a driver’s license, government issued identification card or a social security card. The employee must present the actual document within 90 days from the date of hire. 

 


International Employees

For Form I-9 purposes, the combination of the following documents is considered a List A document, evidencing both identity and employment authorization:

  1. The employee’s unexpired foreign passport
  2. A valid I-94 or I-94A Form, Arrival/Departure Report indicating (F1, J1 or H1B) nonimmigrant status
  3. An endorsement of the alien’s nonimmigrant status. 
    * For F1 Visa – I-20 form with the Designated School Official’s endorsement for employment
    * For J1 Visa – DS-2019 form
 

International students 

To work on campus, you must be registered or be eligible to register as an Georgetown University student. If you’ve been accepted for the fall term, you may work on the student payroll during the summer before you start classes.

F1 Visa
Students on a F1 visa will be eligible to work until the “Completion Date” stated on page 5 on their I-20 form. Once the student completes a study program, they are allowed a 60-day grace period to either 1) depart the U.S., 2) request a school transfer, or 3) change visa status.

J1 Visa
Students on J1 visa will be eligible to work until the “End Date” on page 1 of your DS-2019 form. After completing your program, you are allowed a 30-day grace period to depart the U.S. During the grace period, you may not re-enter the US from abroad in J status.

When to file a few I-9 form

  1. You renew I-20/DS-2019 or get an extension
  2. Change visa status
  3. Your Employment Authorization card has expired

You will not be allowed to work with expired work authorization documents.
If you have any questions regarding the required documentation please contact the I-9 analyst.

Social Security Number

If you do not have a social security number and are in F-1 status, you  must complete the “Social Security On-Campus Employment Form.” The Form must be signed by your hiring supervisor and printed on their letterhead. Bring the form to the Office of Global Services (OGS) and have it signed by an International Student Advisor.  You must also complete an application for a Social Security Card (Form SS-5) at the Social Security Administration.

If you do not have a Social Security number and are in J-1 status, you must complete the “J-1 On Campus Work Form” to request an authorization letter from OGS.  You must also complete the application for a Social Security Card (SS-5).  Give your work authorization letter to your employer. 

Note: Students may work while the SSN application is pending, but must present the SSN Card to the I-9 analyst once they receive it. For more information on how to apply for a social security number please see the How to Obtain a Social Security Number for a US Noncitizens.docx.

 


​Remote Hires

Any employee who is hired by Georgetown University must file an I-9 form, even if they are working outside of the DC area. If an employee is unable to complete the I-9 in person they will need to file the form remotely. The hiring department will need to send the employee the Remote Hire Notice Form. It is the hiring department’s responsibility to complete the Employee Information and Georgetown University Hiring Department Information section of the Remote Hire Notice Form. The employee will then need to take a copy of the I-9 and their original documents to a notary, Human Resources professional or lawyer to complete the I-9 form. 

If an employee is unable to locate a notary, Human Resources professional or lawyer to complete the I-9 form the I-9 office can locate a HR representative at a nearby college or university. If an employee would like to utilize this option they would need to contact our office at I-9@georgetown.edu.  In the past we have partnered with schools such as Hood College, the University of Maryland, and George Mason University. 

The completed I-9 form, Remote Hire Notice Form and copies of the original documents presented will then be mailed back to the Department of Human Resources. Even when completed remotely the I-9 form must still be completed within the 3 business day deadline to be compliance with federal law.

Remote Hire Instructions and I-9 Form


​Rehires and Transfers

Rehires
When to file a new I-9:

  1. If your original I-9 filed with Georgetown University is over 3 years old at the time of rehire
  2. If we don’t have a I-9 on file for you
  3. If your Employment Authorization has expired. 

To check to see if you have a valid I-9 on file you can check your GMS profile under the Personal Tab, Documents section or contact the I-9 analyst. 

Transfers
If there is no break in your employment and you are being transferred to a new department within Georgetown University you do not have to file a new I-9 form.