How To: Verify Employment Eligibility (I-9)

Department/HR Administrators Provide Form I-9, Instructions and Deadlines

— On or before the first day of work —

Provide employees with Form I-9 (Employment Eligibility Verification) and instructions, and communicate deadlines

Employees Complete Section 1 of Form I-9

— By the end of the first day of work —

Complete Section 1:

1. Print your legal name as printed on your Social Security Card
2. Fill in your personal information:
   • address (city, state, zip code)
   • maiden name, if any
   • date of birth
   • Social Security #
     
     
     Note:  See Social Security Numbers in Resources: I-9 Compliance Frequently Asked Questions.
     
     
3. Select your citizenship status in the U.S.
   
   
   Note:  Noncitizen Nationals of the United States are persons born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad.
   
   
4. IMPORTANT:  You MUST include the Alien # or Admission # indicated on your card if you have selected A lawful permanent resident or An alien authorized to work
5. Read the I am aware of.... statement
6. Sign your name
7. Date the form

Identify documents establishing your eligibility to work in the U.S. to present to your Department/HR Administrator:

1. Review Lists of Acceptable Documents on page 5 of the Form I-9
2. Identify one document from List A
   
   ~ OR ~ Identify one document each from List B AND List C that you possess and can show to your Department/HR Administrator

Give the completed Form I-9 to your Department/HR Administrator

Department/HR Administrators Verify Documents Presented by Employee

Employee

— Within 3 business days from the first day of work —

Present original document(s) to your Department/HR Administrator

Note:  Your Department/HR Administrator will return original document(s) to you after he/she makes copies.

Department/HR Administrator

— Within 3 business days from employee's first day of work —

Collect the Form I-9 and original supporting document(s) from the employee

Review Section 1 of the Form I-9 for completeness

1. Employee's legal name is printed as shown on their Social Security Card
   
   
   Note:  You cannot require employees to show you their Social Security Card if they are not using the card to establish eligibility for employment. Verbally verify that they have provided their correct legal name.
   
   
2. All information requested in Section 1 is fully completed
3. Employee signed and dated the form

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

1. Review Lists of Acceptable Documents on page 5 of the Form I-9
   
   
   Notes: 

   1. Employees must present one document from List A OR one document each from List B and List C on page 5 of the Form I-9. Examples of the List A, B and C documents are available in the USCIS Employer Handbook: Instructions for Completing Form I-9. See Resources: Examples of Completed Form I-9.
   2. 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.
   3. The I-9 Compliance Specialist is available to assist you with accurately collecting the Form I-9 information. Contact the Specialist at 650-736-9772 or by submitting a HelpSU ticket.
   
   
2. Documents presented by employees must be original. Do not accept copies.
3. Examine the documents to determine if they reasonably appear on their face to be genuine and relate to the person presenting them

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

Return original documents to employee

Department/HR Administrators Complete Section 2 of Form I-9

— Within 3 business days from the start of employment —

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

Enter document information in Section 2 of the Form I-9 for each document presented:

1. Document title
2. Issuing authority
3. Document #
4. Document Expiration Date (if any)

Certify the Form I-9 as a representative of Stanford

1. Read the Certification
2. Print the month / day / year that the employee started employment with Stanford
3. Sign your name
4. Print your name
5. Print your title
6. Print your organization name and address
7. Date the form

Submit completed Form I-9 and document copies to Payroll

Note:  DO NOT retain photocopies of I-9 documents (highly confidential material)

Monitor Employment Eligibility

• Periodically run 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