Log in to Workday using your Brown username and password. On your homepage, navigate to “My Tasks” (the inbox icon) and complete all assigned onboarding tasks.

• If your inbox is empty: Type “Complete Form I-9” in the Workday search bar at the top of the page to launch the task manually.
• A Note on Direct Deposit: You will see a task for Direct Deposit, but you cannot complete it until you have presented your original I-9 documentation to the HR Service Center. If you need help with this step later, HRSC staff are happy to assist.

Access Workday

Personal information will auto-populate in Section 1. Please review and update the following before submitting:

• Full Legal Name: Confirm this matches your official documents.
• Address Update (Required): Workday often auto-populates “Brown University” as your address. You must change this to 69 Brown Street or your current U.S. mailing address.
  • Note: Nothing will be mailed to the address you provide.
• Social Security Number (SSN): Enter your U.S. SSN in the designated field, if applicable.
• Citizenship Status: Select your status. (If you do not identify as a U.S. citizen, see the International Student section below).
• Electronic Signature: Select the asterisked “I Agree” box to sign.
• Preparer/Translator: If you completed this form on your own, select “I did not use a preparer or translator.”
• Submit: Click the Submit button at the bottom of the page.

To finalize your I-9, bring your original, unexpired documents to the HR Service Center in person or schedule a virtual Google Meet appointment. 

Federal law requires us to view the physical documents; therefore, we cannot accept copies, photos or faxes.

Citizenship Status

• Lawful Permanent Residents: Select “A Lawful Permanent Resident” and enter your Alien Registration/USCIS number (found on the front of your Permanent Resident Card).
• Non-Residents (F-1, J-1, H-1B, O-1): Select “An alien authorized to work until” and enter the Program End Date found on your work authorization document (e.g., I-20, DS-2019, H-1B, etc.) as the expiration date.
• Identification Numbers: You only need to provide one of the following:
  • I-94 Number: Found via the U.S. Customs and Border Patrol database (Select “Get Most Recent I-94” and enter your information. The Admission Number if your I-94 number.)
  • Foreign Passport Number
  • Alien Registration/USCIS Number

Direct Deposit and Taxes

• If you do not have a U.S. Social Security Number, select “Skip this Task” for Direct Deposit. A physical paycheck will be sent to your campus mailbox until you receive an SSN and notify the HR Service Center.
• All international students must register with Brown's Sprintax Calculus system to ensure correct tax withholding.