Paperwork & Tax Information

If you are applying to Spring Clean-Up, click here for SCU hiring paperwork.

The following hiring paperwork must be submitted before you can begin your employment with Dorm Crew.

Required of All Students

I-9 Form

If you have not worked for Harvard since September 2015 (or if you are unsure), you must complete this 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 Form in the Dorm Crew office. 

This form requires you to provide 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 us from accepting scans or photocopies.

The I-9 form also asks you to provide a Social Security number. If you do not have a Social Security number, don't worry! We'll help you apply for one!

Alternatively, you can complete the employee section of the I-9 Form electronically, but you must print out the form and sign the physical copy in person at the Dorm Crew office (this is a federal requirement). If the PDF form will not load in your web browser, open the document using Adobe reader instead.Detailed instructions for completing the I-9 Form are available here. 

Required of International Students Only

I-20 Form

International students ONLY must provide this form

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

I-94 Form

International students ONLY must provide this form

The I-94 Form is a federal from that you receive upon entry in the United States. You must provide a copy of this form in order to process your hiring paperwork. Click here to access your I-94 online.

Foreign Passport with current U.S. visa

International Students ONLY must provide these documents

We will need to make copies of your unexpired foreign passport along with your current U.S. visa.

Social Security card & letter

A Social Security number is required before you can begin working for Harvard. If you do not have a Social Security number, please follow the steps below to obtain one. For more information, 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).
  • When you receive your new Social Security card, sign it and bring it to the Dorm Crew office in Weld basement. After you apply, it generally takes only 1-2 weeks to receive your Social Security card in the mail.

Tax Information

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 will need to 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)

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.