Dartmouth has established channels for asking questions about regulatory compliance, seeking guidance about College policies or procedures, or reporting suspected violations of law, policy, or business ethics. Reports may be made anonymously.
If the authorization you are requesting is for staff or a monthly paid student employee, contact Employee Information Services located on the EIS/Payroll web page.
When are payroll authorizations due?
Please refer to the Payroll Schedule. Please monitor Controller's Office Bulletin, or Human Resource's Bulletin as these deadlines can be frequently updated.
Why does an department need to complete and have the employee complete an I-9? What happens if there is no I-9 completed?
I-9's must be completed per federal regulations governing immigration. This form confirms a Foreign National's right to be in the United States and the right to hold a job. It also confirms whether an employee is a citizen, holds a green card or the type of Visa. Different types of Visa's allow for different employment rights or no right to work in the United States.
If the department does not complete an I-9 the employee will be terminated and not allowed to work until such time as an I-9 is completed. This applies to all hires, regular, temp, interns, students, etc. even if you know that the employee is a citizen or has the right to work.
Dartmouth College may be assessed severe financial penalties if we do not have accurate immigration records. And, the administrators responsible for oversight of this process may be arrested and imprisoned.
Foreign nationals who work without authorization to do so are subject to deportation, arrest, and imprisonment.
Where do I send I-9's and W-4's?
All W-4's need to be sent to the Payroll Office. Dartmouth Student Employee I-9's need to be sent to the Payroll Office, all other I-9's are sent to Human Resources. Your department may want a photocopy of these documents, please be sure they receive their copies before forwarding documents.
What forms do I need to prepare to hire an employee?
All
I-9 (Immigration Form), and W-4 (Tax Withholding Form)
Student Biweekly
W-4 and I-9 are the two documents that need to be completed by the supervisor and the employee.
Student Monthly
Payroll Authorization, W-4 and I-9 are the three documents that need to be completed by the supervisor and the employee.
Staff
Payroll Authorization, W-4 and I-9 are the three documents that need to be completed by the supervisor and the employee.
International students/employees
International students/employees may prepare an I-9 with the supervisor however; they must bring their Visa, Employment Authorization Document, Permanent Resident Alien card, I-94, DS-2019 or I-20 to EIS/Payroll.
All non- U.S. citizens, except U.S. legal permanent residents must attend a check in session with the Office of Visa and Immigration Services(OVIS). Please contact them to arrange attendance at this session prior to beginning employment.
Do not complete Form W-4 with your department; this will be completed with you in EIS/Payroll.
