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Human Resources Work Authorization Requirements

Baseline background check

A baseline background check is required. It will be performed by Certiphi Screening, Inc. and can take several days to complete. International trainees can expect longer completion times.

At a future date, you'll receive an email from Certiphi Screening, Inc. with instructions to complete the background check. Be sure to start this process immediately upon receiving the email from Certiphi. The email will come from applicationstation@certiphi.com. Reminder emails will be sent daily until you complete the process. Ensure you have completed this at least 45 days prior to your orientation date.

Your appointment at Mayo Clinic School of Graduate Medical Education (MCSGME) is contingent upon successful completion of the background check. If your background check is not complete prior to your orientation date, you'll not be able to start and your training will be delayed.

Human Resources appointment

An in-person appointment with Human Resources is required to complete your onboarding requirements. Be sure to complete this 30-minute appointment prior to your orientation date.

Early scheduling is encouraged to ensure an appointment time that is convenient for you and coordinates well with your onboarding schedule. If you visit Rochester prior to your orientation date, you're expected to complete this appointment during your visit. If this is not possible, you can schedule your Human Resources appointment before or on your orientation date. Do not schedule the appointment after your start date.

Self-schedule an in-person human resources appointment.

Advanced appointments are required. Arrive at your scheduled appointment time. You'll receive an appointment confirmation email and reminder email and text message. If necessary, you can reschedule the appointment through the link provided in the email.

If a time is not available through the self-scheduling link, contact Human Resources by email at HRReception@mayo.edu to arrange an appointment time.

At the time of your appointment, report to Human Resources located on the first floor of the Ozmun East building, located at:
415 2nd Street SW
Rochester, MN 55902

You'll need to bring the following documents to your in-person appointment:

  • The identification document you used to initiate your Minnesota background study
  • Pages 1 and 2 of the Employment Eligibility Verification (Form I-9)
  • Original unexpired documents for I-9 completion (refer to page 3 of Form I-9)
  • Your original U.S. Social Security card

If you have questions regarding these requirements, contact Human Resources by email at HRReception@mayo.edu.

Minnesota background study

You must initiate the online portion of the background study prior to the appointment with Human Resources. This background study is different than the Baseline Background Check and is required by the State of Minnesota for individuals who have direct patient contact.

The following information is needed to initiate the study:

  • Provider name and license number: Mayo Clinic Hospital – Rochester, 428
  • Provider number: MAY33V

Be sure to enter your name exactly as it appears on the identification document that you'll present during your in-person Human Resources appointment.

The fingerprinting and photograph requirements for the Minnesota background study will be completed during your in-person appointment with Human Resources.

Note: The licensure background study and fingerprints do not meet this requirement. This is a separate process that must be completed per Minnesota Background Study requirements.

Your appointment with MCSGME is contingent upon the successful completion of the Minnesota Background Study.

Employment Eligibility Verification (Form I-9)

As part of your onboarding, you're required to complete an Employment Eligibility Verification (Form I-9) documenting your authorization to work in the United States.

MedHub information includes forms and instructions on how to initiate your portion.

When visiting Human Resources, you must provide proof of your legal right to work by bringing original unexpired documents that establish identity and employment eligibility:

  • Print pages 1-3 of the I-9 Employment Eligibility form;
  • Complete only section 1 (page 1)
  • Present the I-9 form along with original unexpired applicable documents that establish identification and employment authorization to Human Resources. (Refer to page 3 for a list of applicable documents.)

Social security card

For payroll/tax purposes, you're required to present your original U.S. social security card to Human Resources during your in-person appointment for verification. Internal Revenue Service regulations require that all payroll documentation, including the name on your paycheck, must be exactly as it appears on your social security card.

International trainees without a social security number: You'll need to call the local Social Security Office and request an appointment to apply for a number in person. Generally, the Social Security Administrator recommends waiting 10 days after entry into the U.S. to apply for a SSN to allow their electronic systems to be updated with your immigration status. Upon receipt of your original card with number, you will need to present it to Human Resources.

If you need to contact the Social Security Administration, they can be reached at 1-800-772-1213 or at www.ssa.gov.

In Rochester, the local Social Security Office is located at 2443 Clare Lane NE, Suite 100, Rochester, MN, 55906. The phone number for the Rochester office is 877-405-3631.