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WHOI Check-in Forms for Incoming Students

Form I-9, Employment Eligibility Verification

For students paid by WHOI during Fall 2020, the completed Form I-9 with acceptable and original documentation must be submitted in person at the WHOI Human Resources Department no later than September 11.

For students paid by MIT, the completed Form I-9 with acceptable and original documentation must be submitted in person at the WHOI Human Resources Department before the end of fall semester.

* If the COVID-19 restrictions prevent an in-person examination of the I-9 form & documents, there is an alternative for a remote I-9 inspection. This can only be used if in-person inspection is not able to occur due to COVID-19. This also requires that once COVID-19 restrictions are ended, the original documentation must be presented promptly and the original I-9 must be signed and dated.

Alternative:  Please email the I-9 form with section 1 signed and dated to Paige Santos at paigesantos@whoi.edu. You must also send a photocopy of your applicable I-9 document(s) (i.e. passport, etc.) to Paige as well. Please password protect all documents sent to Paige. Paige will then complete, sign, and date section 2. Once normal operations resume, all students who chose this option of remote inspection, must report to WHOI within three business days of our communication to you for in-person examination of I-9 documents (i.e. passport, etc.).

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)

Please read and sign this memo. Keep one copy for your records. This memo explains your tax obligations.

Patent 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 on June 29 (if we are able to set sail). 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)

This form must be completed before you can receive any form of payment. All applicable questions on both pages. A copy of both sides of your I-94 Form "Arrival and Departure Record", (a small white card inside your passport), copy of your U.S. VISA from your passport, and 1-20 or IAP66 must be included. This form must be submitted before any check can be 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 haven’t been here previously, you do not need to apply for an SSN.

If you are in the US, you will need to obtain an SSN once the Social Security office re-opens.

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 Office in Falmouth

It is essential that you begin the process of obtaining a US social security number when the office reopens 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.

International Committee Welcome Letter