Hiring Paperwork & Tax Information

Hiring Forms

I-9 Form

The I-9 Form is a federal form used to verify your employment eligibility. You may complete a paper copy of the I-9 in the Dorm Crew office; please bring physical copies of all supporting documents with you (see below). Harvard Student Employment Office has a great summary of the entire hiring process as well as other helpful information about the W2 and other things you may wonder about.

The I9 form requires you to provide original supporting documents that establish your identity (e.g., a driver's license), work authorization (e.g., an original Social Security card) or both (e.g., a passport). Please review the list of acceptable documents and bring these documents to the Dorm Crew office when you complete your I-9. You must provide original, unexpired documents. Federal requirements prohibit employers from accepting scans or photocopies. Detailed instructions for completing the I-9 Form are available here.

The I-9 form also asks you to provide a Social Security number. If you do not have a Social Security number,  we may be able to help you apply for one (Social Security eligibility and U.S. work authorization can vary based on your visa and other factors). Please read the "Social Security letter" section below for more details.

(TERM-TIME) Temporary Registration (TR) Form

Do NOT submit this form for Spring Clean-Up. The Spring Clean-Up TR is further down this page.

The Temporary Registration (TR) Form is a Harvard document used to enter your information into the University's payroll system.  Click here to access and submit the form. You will need to log in with your HarvardKey.

(SCU & REUNIONS) Temporary Registration & Confidentiality Agreement

The Temporary Registration (TR) Form & Confidentiality Agreement is a Harvard document used to enter your information into the University's payroll system.

  • The SCU & Reunions TR Form has 3 pages. Please complete the entire form and submit via the SCU & Reunions application. 
  • We recommend that you download the form and complete it using Adobe Reader. You may encounter errors if you attempt to complete the form using your web browser. 
  • If you need to resubmit your form, click here.

International Student Paperwork (Term-Time & Spring Clean-Up)

I-20 Form

The I-20 Form is a federal form that Harvard has provided to you. This form is supporting documentation for your visa, and a copy of it may be needed in order to process your paperwork.

I-94 Form

The I-94 Form is a federal form that you may have received upon entry in the United States. You may need to provide a copy of this form in order to process your hiring paperwork. You can also access the form online.

Foreign Passport & U.S. Visa

Your unexpired foreign passport and current U.S. visa may be needed to process your hiring paperwork.

Social Security Letter

Spring Clean-Up applicants must submit their SSN application receipt by Monday, May 4!

A Social Security number is required in order to work for Harvard. If you do not have a Social Security number, please follow the steps below to obtain one.  Please note that these steps are only applicable to students with an F-1 visa. For questions about work eligibility with a different visa type, please contact the Harvard International Office.

  • Obtain a letter from Dorm Crew confirming your job offer. You can get this letter from the Dorm Crew office during regular business hours.
  • Bring the Dorm Crew letter to the Harvard International Office located in the Smith Campus Center, room 864. The International Office will also give you a separate Social Security letter
  • Bring both letters, your passport, and your Form I-20 to a Social Security office. You must do this in person. The nearest Social Security office is located at 10 Fawcett St., Cambridge (15 minutes from Harvard Yard). 
  • Bring your SSN application receipt to the Dorm Crew office once you have completed your application. You will be able to begin working only after you have provided a copy of your application receipt (or other supporting documentation that demonstrates you have applied for an SSN). 
  • When you receive your new Social Security card, you must submit your SSN via my.Harvard by following these instructions: https://sfs.harvard.edu/how-to#SSNanytime. Please also submit a copy of your SSN to the Dorm Crew office.

Tax Information

Disclaimer

Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

W-4 & M-4 Form

After your hiring paperwork has been processed by Harvard's payroll office, you must designate how much money the University should withhold from your paycheck for taxes. You can complete these tax withholding documents online:

  • W-4 Form (a federal form instructing Harvard to withhold federal taxes from your paycheck)
  • M-4 Form (a state form instructing Harvard to withhold Massachusetts state taxes from your paycheck)

More information about taxes as a student employee can be found at Harvard's Student Employment Office website.

Please note: Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

W-2 Form

Click here to obtain a copy of your W-2

You may need to file a federal income tax return if you receive a minimum amount of gross income for the calendar year. Filing a federal income tax return requires the information from your W-2 form. Harvard mails you a W-2 form each January. You may also access the form online.

Please note: Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.