Atlas Center in-person service ramp-down during Covid-19

March 17, 2020

Dear Colleagues,

The Atlas Service Center will cease in-person services effective Tuesday, March 17 at 6:00 p.m.

In keeping with MIT guidelines established by the Institute, we will continue to provide service by shifting staff to remote work and minimizing time spent on campus. Staff will continue to monitor service requests and answer phone calls remotely. Limited staff will continue to visit campus to respond to urgent issues as required and permitted by the evolving Covid-19 situation. As the Covid-19 emergency evolves, we will adapt our plans and service delivery accordingly. Please refer to the below list of all services provided at the Center.

ID cards

Send ID card requests to atlascenter@mit.edu. All requests will be fulfilled and cards will be mailed out to home addresses on a weekly basis.

I-9 verification

In alignment with new Department of Homeland Security (DHS) guidance due to Covid-19, MIT will begin I-9 remote verification, effective immediately. All employees and student workers requiring remote I-9 verification will be contacted directly. Communication will include detailed instructions for the newly hired as well as for current employees/workers requiring re-verification.

Important I-9 information regarding employees and graduate student workers

Because of the current remote work status of campus, all newly hired employees and student workers must have supporting documentation of their I-9 verified remotely using specific email encryption and webcam technology. Once MIT is back in regular operation, employees who were verified remotely must present the original documentation in-person to the Atlas Service Center.

The following conditions still apply, even with our remote status:

Those who are off campus anywhere within the US, including Massachusetts, must still have completed Form I-9 within their first three days of employment.

Those who are out of the country are temporarily exempt from the I-9, but must complete it immediately upon entering the US.

When work authorization expires for an employee or student worker, they must cease all work for MIT immediately. If the employee cannot provide proof of current work authorization, MIT must terminate employment.

If necessary, Form I-9 can be initiated prior to the processing of a hire transaction by way of a job confirmation letter.

Please note that you will be contacted if a new or existing (newly assigned) employee or student worker is assigned to a federal contract with a FAR Clause. These individuals must have their employment authorization confirmed by E-Verify.

General information can be found on the I-9 admin page. Please share this message with the appropriate individuals in your respective areas as necessary, and let us know if you are not the appropriate individual to receive this message on behalf of your department. Changes can be sent to i-9@mit.edu.

Feel free to contact Charles Ormsbee, I-9 supervisor, with any questions, comments, or concerns.

Parking

As of Friday, March 13, all MIT parking facilities on the Cambridge campus are free of charge and open to all MIT ID cardholders. This policy will continue until further notice. Email mitparking@mit.edu for specific questions.

MBTA Commuter Rail and LinkPass distribution

While the Atlas Service Center is closed all passes will be distributed via mail:

Employees: All MBTA commuter rail and LinkPasses usually picked up at the Atlas Service Center or distributed via interoffice mail will be mailed to home addresses on record with MIT Human Resources. If you have recently changed your address, please email Robynn Cruz-Walker.

Students; All MBTA passes for graduate and undergraduate students on campus will be distributed via House Managers in coordination with Housing and Residential Services staff. Passes for students not on campus will be mailed to home addresses. Questions may be emailed to Dennis Collins, or call 617-253-5145.

More information: https://web.mit.edu/facilities/transportation.

IS&T Helpdesk

IS&T is ramping down all in-person support. Walk-in IT help and repair services will not be offered in the Atlas Service Center until further notice. IS&T staff from the Atlas Service Center will shift to remote work, augmenting Service Desk support capabilities. If you have questions or need assistance, contact the IS&T Service Desk at 617-253-1101 or servicedesk@mit.edu.

Notary Services and Passport Pictures are suspended until further notice.

TechCash

Send all inquiries regarding TechCASH, Dining Dollars, and meal plans to techcash@mit.edu.

Background checks

Contact Andrea Finnin for background check information and guidance.

Tax treaty

For tax treaty guidance, email foreign national tax specialist mdailey@mit.edu or NRATAX-payroll@mit.edu. More information can be found at: https://vpf.mit.edu/by-topic/general-tax-information/tax-treaties.

Other questions can be directed to atlascenter@mit.edu.

Be well and take care,

Sucharita

সুচরিতা ঘোষ
Sucharita Berger Ghosh
Manager, Atlas Service Center

Covid-19 Info Center