Responsibility of New Employees

1. New employees must complete, sign, and date Section 1 on or before their first day of work.
   
2. Upon hire (no later than 3 business days from their start date), new employees must present appropriate and acceptable documents that establish their identity, and establish their eligibility to work in the United States.

Responsibility of Employers

1. Employer must ensure an I-9 is completed in a proper and timely manner.
   
2. Employer must examine each document and ensure they related to the employee, make reasonable effort to ensure the documents are genuine, complete and sign the employer-portion of the I-9.
   
3. Ensure that employees do not work beyond their work authorization dates.
   
4. Maintain I-9s for at least 3 years from the date of hire or 1 year after the date of the employee's termination whichever is later.

1. If employees are unable to present the required documentation at the time of pre-employment, they must present a receipt of application for the document within 3 business days of the date of employment.
   
2. When employees present a receipt showing they have applied for a document, the employer-representative should record the document title in Section 2 of the I-9 and write the word “receipt” in the section along with the document number.
   
3. The employee must present the actual document within 90 days of the employment date.

1. If the new employee cannot present appropriate documentation within 3 business days, the employee is no longer allowed to work and must be terminated from his/her position.
   
2. If the new employee provided a receipt (rather than original document) at the time of hire and does not present original documentation within 90 days of hire, his/her employment must be terminated.

1. If an employee’s work authorization expires, the employer must re-verify the I-9 in order to continue to employ the individual.
   
2. If an employee changes their legal name, he/she must go to the Human Resources office to update their I-9 information.

Form Review

Section 1: Completed by Employee

a. Did the employee complete Section 1 on or before the date he/she started work?

b. Did the employee fill in all fields of Section 1 -including the attestation field? Note: If the permanent resident box was check, an alien # must be entered. The university requires that anyone who checks the Permanent Resident or Alien Authorized to Work boxes be referred to the Office of International Affairs.

c. Did the employee sign their name in the appropriate place?

d. Did the employee fill in the date they completed Section 1 of the I-9 in the “Date” field. (Month/Date/Year)

e. Did the employee use a translator or preparer? If so, did the translator sign and date the form in the appropriate location? And, did the employee sign/mark the signature line? Note: this also applies to parents or legal guardians who are completing the I-9 for a minor.

Section 2: Completed by Employer

a. Did you (employer representative) receive either 1 document from List A, OR 1 document from List B and 1 document from List C?

b. Did you(employer representative) examine original documents? Do they appear genuine?

c. Did you record all required document information including document title, document number, and expiration date (exactly as it appears on the document)?
complete Section 1 on or before the date he/she started work?

To see examples of how documents should be recorded, (click here)

d. Did you(employer representative) enter the date the employee will begin work?

e. Did you complete the employer attestation section? e.g. 1. sign your name, 2. print your name, 3. print your title, 4. list the organization’s name and address, and 5. enter the date the form was completed.

1. It is illegal to knowingly hire illegal immigrants
   
2. It is illegal to refuse to accept original documents that are on the list of acceptable documents.
   
3. It is illegal to fail to require/complete I-9s.
   
4. It is illegal to allow employees to work after the expiration of their work authorization.
   
5. It is illegal to ask for more, or different documents that those required by Federal law.
   
6. It is illegal to accept valid documents presented, even if the document will expire and the employee will need to apply for renewal of work authorization.
   
7. It is illegal to act in a manner with the intent to discriminate.