WHOI Check-in Forms for Incoming Students
Form I-9, Employment Eligibility Verification
*Navy students do not need to complete the I-9 form.
The completed Form I-9 with acceptable and original documentation must be completed and presented to the WHOI People Operations Department prior to your check-in date.
Step 1. Review the Form I-9 as soon as possible so that you can ask questions ahead of time. Send questions to People Operations at careers@whoi.edu.
Step 2. Email the People Operations Department at careers@whoi.edu to find out how to submit your Form I-9 and acceptable documentation. You are able to submit your I-9 and have your documents physically inspected either in-person at Human Resources Office at Nobska in the Village Campus or via Zoom/Teams. Someone from People Operations will reach out to you with more information.
Click to access information about I-9 including the form. Your identification documentation will need to be processed by E-Verify [click to access information about e-verify].
Forms for U.S. Citizens and Foreign Nationals
Establish your Employee Online account to set up direct deposit for payroll and reimbursement (i.e. travel). You will need to connect to the WHOI network via VPN, and enter your email username and password to begin using Employee Online.
Fellowship Payment Tax Memo (pdf)
*Navy students do not need to sign.
This memo explains your tax obligations. Please read and sign this memo. Keep one copy for your records
Intellectual Property (IP) Agreement (pdf)
Please read and sign.
Forms for U.S. Citizens Only
*Navy students do not need to complete the tax forms.
Federal Tax - Form W-4
https://www.irs.gov/pub/irs-pdf/fw4.pdf
Massachusetts State Tax Withholding Form M-4
For more information visit, https://www.mass.gov/guides/withholding-taxes-on-wages
Forms for Foreign Nationals Only
**You must complete your online check-in with MIT's International Student Office (ISO) PRIOR to submitting check-in forms to WHOI and participating on the SEA Cramer cruise (if we are able to offer the summer cruise). Please plan accordingly. You may attend an ISO orientation after your WHOI check-in appointment but you will not be able to register for the summer/fall term so please attend an orientation session as soon as possible. See the MIT ISO website for more information.
Foreign National Information Form (FNIF) (pdf)
Complete all applicable questions on both sides of this form. Submit the form along with a copy of both sides of your I-94 Form "Arrival and Departure Record" (a small white card inside your passport), a copy of your U.S. VISA, a copy of your passport, and I-20 or DS-2019 to the WHOI Graduate Admissions Student Affairs Officer on your check-in date. FNIF and all supporting documents must be submitted before you can receive any form of payment issued by the WHOI Payroll Office and must also be completed by anyone receiving tuition remission/scholarship.
Obtaining a Social Security Number (SSN)
If you are not in the US and have not been here previously, you do not need to apply for a social security number.
If you are in the US, you will need to obtain an SSN at the Social Security Administration Office in Falmouth or Cambridge.
Please submit a receipt of the application for the social security number. Contact Dena Richard at drichard@whoi.edu or 508-289-2377 in WHOI Payroll for questions.
Social Security Administration Office in Falmouth
It is essential that you begin the process of obtaining a US social security number at your earliest convenient and report your number to the Academic Programs Office as soon as possible. The local Social Security Administration office is located in Falmouth.
Directions to the Social Security Administration in Falmouth (pdf)
Opening a US Bank Account
We suggest using a local bank in Falmouth or the Cambridge area.
WHOI International Committee
The International Committee welcomes you to the Woods Hole Oceanographic Institution (WHOI). This committee provides support and assistance that can help you to become acclimated to the Institution and to the community.