Overview to Processing the I-9 Form

The Immigration Reform and Control Act (IRCA) of 1986 legally mandates that all U.S. employers verify the identity and the employment eligibility of newly-hired employees and makes it unlawful for employers to knowingly hire or continue to employ unauthorized workers. The IRCA introduced the Employment Eligibility Verification (Form I-9) to verify compliance with these regulations.  

The University requires departmental personnel to complete an I-9 form for all newly hired and rehired employees. Refer to EDB User Guide, Section B11.2, Employment Eligibility Verification Form (I-9 Form), for additional information regarding the I-9 Form.

Any departmental personnel who completes the I-9 form on a regular basis for his or her department should be designated as an I-9 Processor using the I-9 Processor form. Processors should complete the I-9 Processing Procedures course and Certification Exam. See the related articles, "How to Complete the I-9 Processor Form," and "Departmental I-9 Processors" for more information.

The following are some guidelines for completing the I-9 form. 

  • Who must complete the I-9 form?
  • -Anyone receiving remuneration by the University. Remuneration includes but is not limited to: salary/earnings, food, housing and benefits. 
    -Staff and healthcare individuals (career, casual and per-diem), academic, work study students, WOS and contract individuals, who work full-time or part-time must complete the I-9 form.
  • When should the I-9 form be completed?
  • -At the time of initial hire.

    -When an employee has been rehired after a break in service.
    -When an employee has been given an extension of work authorization.
    -When a new type of work authorization has been granted (such as a change in visa status).
    -When the employee has had a name change as evidenced by an updated Social Security card.

  • How should the I-9 form be completed by the employee?

  • -The new hire or rehired employee must complete in full Section 1 of the I-9 form on or before the first day of hire (service).
    -Give the new hire or rehired employee: the I-9 form, the I-9 instruction sheet & the List of Acceptable documents, and the How to Complete Section 1 Handout.
    -Departmental personnel must not request any specific document(s) from the employee, in order to fulfill the I-9 requirements.
    -The employee should present to departmental personnel documents for either List A, or List B and List C from the List of Acceptable Documents.

  • How should the I-9 form be completed by the department?

  • -Departmental personnel must complete Section 2 as well as the Certification section of the I-9 form within three business days of the employee's hire (service) date. The date of hire is not included in the 3 day count.
    -Review original documents only, no photocopies or faxes.
    -Record the documents presented by the employee in either List A or List B and List C of the I-9 form.
    -Indicate the employee's hire date or service date in the Certification section of the I-9 form.
    -Complete Section 3 of the I-9 form when the employee has had an extension of work authorization, a change in work authorization, or when the employee has presented a Social Security card indicating a name change.

  • Where should the I-9 Form be filed?

  • -Send the original I-9 Form to Payroll Services within one week of the employee's hire date. Payroll Services is the Office of Record for all I-9 Forms.
    -Do not include copies of the I-9 Form or its supporting documentation in the employee's personnel file.