All students who work on campus must complete an I-9 Form prior to starting work. The I-9 Form is completed electronically in Workday.

Student instructions for completing the I-9 in Workday

An important part of the process is presenting the  proper documentation for the I-9 at the HR Service Center. Students can submit the I-9 Form in Workday prior to bringing their I-9 documentation to the HR Service Center.

Please refer to the List of Acceptable Documents for guidance on the types of documents required, and note that all documents presented must be original and unexpired. We are not allowed to accept copies, pictures, or faxes of documents. 

The I-9 Form is valid for the duration of your time at Brown. International students are required to submit new work authorization after their initial authorization expires for their I-9 to remain active. In some cases, if a student takes a leave of absence from the University, they might be required to update their I-9 Form when they return.

The remote I-9 examination process is a convenient and efficient way for employers to verify the identity and employment authorization of their employees. This process allows employees to complete the I-9 Form acceptable document verification process remotely, without the need for an in-person meeting.

Instructions

1. Schedule a Google Meet appointment with the HR Service Center. All appointments will be in Eastern Standard Time.
   • The HR Service Center will send an email confirming the appointment. 
   • The HR Service Center will also send a detailed email outlining the process.
2. Complete all onboarding tasks in Workday
   • Individuals must log into their Workday account and complete all Onboarding Tasks. The direct deposit election task will be completed during the meeting. Please ensure you have access to your Workday account during your appointment.
   • Staff/Faculty employees refer to the onboarding email from the HR Service Center for information regarding the onboarding tasks.
   • Students refer to the Student Onboarding Instructions. 
3. Email PDF scan of the original acceptable I-9 document(s), using a secure email, to hrservicecenter@brown.edu. The PDF scan must be received by the HR Service Center before your appointment.
4. Virtually Meet with an HR Service Center Coordinator. During the live video appointment, the individual must show the original I-9 document(s) they sent via secure email to the HR Service Center. The HR Coordinator will verify the document(s) details.

Guidelines

• Individuals must have a reliable internet connection and access to a device equipped with a functional camera.
• Participation in the Zoom call is restricted to the Brown University employee only and translator if applicable.
• Per Federal I-9 Form guidelines, the I-9 Form must be completed within three business days from the employee's hire date. If the I-9 Form is not completed within three business days of the employee's hire date, the employee may be terminated for I-9 non-compliance.