The federal Form I-9 verifies the identity and employment authorization of all individuals hired to work in the United States. To remain compliant with federal guidelines, the I-9 must be completed within three business days of your hire date. Please note that your I-9 is not finalized until you present your original, unexpired documents to the HR Service Center for verification.
List of acceptable documents

All students working on campus must complete an I-9 Form before beginning work.

1. Submit in Workday: Complete the electronic portion of your I-9 through your Workday onboarding tasks. You may submit this portion before bringing your documents to the HRSC.

2. Verify Documents: Visit the HRSC with your original documents to finalize the process. Copies, photos or faxes cannot be accepted.

   Student onboarding instructions for Workday

For employees who cannot visit Page-Robinson Hall in person, the HR Service Center offers a remote I-9 verification option via video call on Thursdays and Fridays.

How to Complete Remote Verification

1. Schedule Your Appointment: Book a Google Meet appointment. You will receive a confirmation email with detailed instructions for the process.
2. Complete Your Workday Tasks: Log into Workday and complete all onboarding tasks prior to the appointment. Note: The direct deposit election task will be completed during your virtual meeting.
3. Securely Email Your Documents: Send a PDF scan of your original I-9 document(s) to hrservicecenter@brown.edu using secure email. These scans must be received before your appointment begins.
4. Attend the Virtual Meeting: During the live video meeting, you will meet with an HR Service Center Coordinator to verify your information. You must have your original physical documents available to show during the call.

Remote Guidelines

• Connectivity: A reliable internet connection and a device with a working camera are required.
• Privacy: Participation in the call is limited to the Brown employee (and a translator, if applicable).
• Compliance: Failure to complete the I-9 within three business days of your hire date may result in termination due to federal compliance requirements.

Brown University partners with The Work Number® to provide secure, automated employment and salary verifications 24/7. This service is available for students, faculty and staff who need to provide proof of employment or income for personal matters.

When to use The Work Number®:

• Applying for a mortgage, loan or credit card
• Purchasing or leasing a vehicle
• Qualifying for public assistance or housing
• Providing official proof of employment to a third party

How to get started:

1. Access The Work Number® directly to obtain your verification information.
2. Inform your lender or requesting organization that Brown uses The Work Number® (Employer Code: 29190).

For Prospective Employers and Verifiers

To verify the employment of a current or former Brown University student, faculty or staff member, visit The Work Number® website or call 1-800-367-2884.

Note on Historical Records: Brown moved to Employer Code 29190 in June 2020.

• Transfer Status: If an employee shows a “transfer” status, any new information will appear under the new code (29190) after their transfer date.
• Pre-2020 Data: Records prior to June 2020 may be found under employer codes 18111 or 17727. 

For questions regarding employment verifications or The Work Number®, please contact hrservicecenter@brown.edu.