How to Complete the I-9 Processor Form
The following are guidelines to remember when completing the I-9 Processor Form. No email or phone changes will be accepted in lieu of the I-9 Processor Form.
I-9 Processor Requirements
- All departments must designate a minimum of two (2) departmental personnel employees to act as their I-9 Processors. (See the related article, "Departmental I-9 Processors," for more information on I-9 Processor responsibilities.)
- This form is used to designate the I-9 Processors for your department.
- These individuals complete the I-9 form according to UC or USCIS regulations.
- All designated I-9 Processors are required to attend the I-9 Processing Procedures class. (See the CHR course catalog for more information regarding the I-9 Processing Procedures course.)
- All designated I-9 Processors must take the course within three (3) months of being designated a Processor.
- While not required, it is strongly suggested that all I-9 Processors also take the Immigration Overview Class, to assist them with identifying the various visa and alien statuses.
- All designated I-9 Processors are required to pass the I-9 Certification Proficiency Exam. The exam will be given during the I-9 class unless other arrangements have been made with the instructor.
Note: When adding or deleting an employee from the I-9 Processor Form, complete a new form listing all I-9 Processors for that department. Do not complete a new form listing one employee only. Payroll Services will note the change and adjust the list accordingly.
- Departments are not required to designate a department contact. However, a department contact could be a:
- Chief Administrative Officer (CAO) or Chief Financial Officer (CFO)
- Personnel or Payroll Director
- A department contact is someone interested in being kept abreast of the I-9 process in his or her department. Some reports that the department contact will receive are:
- Missing I-9 Forms Report - Second Request
- Overdue I-9 Returns Notice
- Departmental I-9 Forms Statistics
Department Head Authorization
- Designates the I-9 Processors and the department contact(s) for the department.
- Forward a new I-9 Processor Form to Payroll Services whenever an I-9 Processor must be removed or added to the form.
- The form must be sent within 5 business days of the change.
- Receives the following reports:
- Missing I-9 Forms Report - 2nd Request
- Overdue I-9 Returns
- Department Head Monthly Report