How To: Update Employment Eligibility (I-9)

Employees Present New Supporting Documents

— Before current documents expire —

Present new supporting documents to your Department/HR Administrators to re-verify your employment eligibility

Department/HR Administrators Verify Employees' New Documents

— Before current documents expire —

Collect original supporting document(s) from the employee

Verify original document(s) establishing the employee's eligibility to work in the U.S.

Notes:

1. Documents presented by employees must be original. Do not accept copies.
2. Examine the documents to determine if they reasonably appear on their face to be genuine and relate to the person presenting them
3. See Receipt Rule for situations in which an employee is authorized to work at the time of initial hire or reverification, but he or she is not in possession of a document listed on the Lists of Acceptable Documents accompanying Form I-9.

Make legible copies of the documents presented. The employee photo must be clear.

Return original documents to employee

Department/HR Administrators or Payroll Complete Section 3 of Form I-9

— Before current documents expire —

Print a new I-9 (Employment Eligibility Verification) Form

Write the employee's 8-digit Stanford ID number at the top of the Form I-9

Print the employee's full legal name in Section 1

Complete Section 3 of the Form I-9

1. Enter the following information for each document presented
   • Document Title
   • Document #
   • Expiration date (if any)

Certify the Form I-9 as a representative of Stanford

1. Read the Certification
2. Sign your name
3. Date the form

Submit completed Form I-9 and document copies to Payroll

Notes:

1. See Resources: Examples of Updated Form I-9.
2. DO NOT retain photocopies of I-9 documents (highly confidential material).

Monitor Employment Eligibility

• Periodically run the I-9 Visa Status Report to ensure compliance within the department(s), to track non-compliant issues, and to foresee soon-to-be-expired issues. See How to: Run I-9 Visa Status Report
• Terminate employee record, or notify HR, once the employee has left the position

Payroll Reviews and Retains Records

Review incoming Form I-9s and documentation and attached documentation for accuracy

Contact Department/HR Administrator if documentation is missing or if the form is incomplete

Enter I-9 data into PeopleSoft

Retain Form I-9 and attached copies for recordkeeping

Generate I-9 compliance reports and follow up individually on all outstanding issues to ensure compliance