Carnegie Mellon University

Student assisting other students in computer lab

April 21, 2021

Reminder: Form I-9 Requirement for Students Hired into Staff Positions

When transitioning a CMU graduate student worker to a staff employee, the Form I-9 requirement is not well known. As a result, many of these transition hires are submitted retroactively and/or the I-9 for these employees is not completed on time. 

The I-9 requirement varies depending on the citizenship of the student worker. Therefore, it is important to process the hire in Workday before the start of the staff position to allow time for the employee to supply additional documentation to satisfy the I-9 requirement. 

If reverification of the Form I-9 (Section 3) is required, the employee must supply documentation (similar to the I-9 Section 2), and the HR Service Center must complete the task in Workday no later than the employee's first day of employment as a staff member. In some cases, if there is a lapse of time between the student worker graduating and their hire as a staff member, the employee may be required to complete a new Form I-9. For advice on a specific student worker to staff hire, contact the HR Service Center.