East Carolina University
I-9
Employment Eligibility Verification Process Training
Department of Human Resources
Updated July 2013
Welcome…
The Department of Human Resources / Training & Staff Development
Agenda/Outline
Why do I need I-9 training?
Is this mandatory?
What is the I-9?
The I-9 Process at ECU
The I-9 Form
Special Issues /I-9
Notes/FAQs
Sample I-9 Forms /Practice/Closing
Is this Mandatory?
Department of Human Resources
Office of the Assoc. Vice Chancellor
The Department of Human Resources is tasked with the oversight,
coordination and security of the I-9 process. State and Federal
regulations require that the department implement and oversee a
defined regulatory process for administering I-9’s.
As a result the University and Department of Human Resources have
mandated all personnel who are charged with the facilitation of I-9
forms and procedures shall attend and complete “the I-9 Process”
training in addition to any subsequent update sessions.
What is the I-9?
Immigration Reform and Control Act of 1986
The Immigration Reform and Control Act of 1986 (IRCA) requires
employers to verify the employment eligibility of persons working in the
United States who are:
 Citizens of the United States
 Nationals of the United States, or
 Aliens authorized to work in the United States
 The I-9 form is required for every new hire working in the U.S. after
November 6, 1986, per Immigration Reform and Control Act (IRCA).
**Do not assume retirees have an I-9 on file**
 The purpose of the I-9 is to verify both the identity and work
authorization of ALL new employees and rehires.
The I-9 Process
System Personnel
I-9 Department Verifier – person(s) tasked within university departments who are responsible
for the collection, review and recording of new hire candidate I-9 documentation for
remittance to Department of Human Resources.
I-9 Department Verifier Backup – trained alternates that support and have ready access to
the I-9 verification records as well as duties within university departments should the primary
verifier be unable to complete the I-9 process for any reason.
I-9 HR & SEO “E-Verify” System Verifier – Human Resources
& Student Employment
personnel trained in the “ E-Verify” personnel verification system with ready access to critical
database and Homeland security information. E-Verify personnel are responsible for
appropriate actions of refusal, confirmation, and liaison with both state and university officials.
I-9 University Coordinator – Human Resources employee charged with the general oversight
and coordination of the I-9 verification process, logistical procedures, training and record of
all departmental verifier’s and back-ups. The coordinator in addition supervises the “E-Verify”
system access and process for the university.
Timely Submissions of I-9
 The I-9 must be completed prior to or on the first day of work. It must
then be routed (not thru interoffice mail) to HR immediately in order to
be E-Verified before the federal deadline.
 A late I-9 is a violation of federal law which may result in temporary
employee suspension from payroll, audits, fines/penalties, and even jail
time based on the level/type of violations.
 All l-9’s submitted late, will need to be accompanied by a memo with
an explanation for late submission. Repetitive errors will be tracked.
 Late = Employee did not sign on the first day and/or department did not
complete, sign and deliver to HR by the end of the 3rd business day of
employment .
Process For Timely Completion
NOTE: Section 1 must be
HANDWRITTEN by the
Employee.
If there is ever a case where
Section 1 is typed, even in
part, then the Preparer and/or
Translator Certification
section must be completed.
Note : Section 3 should only be completed at time of re-verification.
Acceptable Documents for
Verification of Employment
LIST A:
Establish Both Identity and
Employment Authorization.
Or
LIST B:
Establish Identity ONLY.
Effective 1/1/2007, Dept. Homeland
Security requires List B item to be a
photo ID, if you participate in EVerify.
And
LIST C:
Establish Employment
Authorization ONLY.
Beginning October 31, 2010, only
Puerto Rico birth certificates issued on
or after July 1, 2010 are valid. Please
check www.uscis.gov for guidance on
the validity of Puerto Rico birth
certificates for Form I-9 purposes.
Section 1- Employee Information
1) Employee enters full legal name and any other names used, if applicable.
• If you have two last names (family names), include both. If you hyphenate your last name, include the
hyphen (-) between the names.
• If you have two first names (given names), include both. If you hyphenate your first name, include the
hyphen (-) between the names.
• Include your middle initial, if applicable.
• Other names used may be a maiden name or any other legal name that the employee has been issued a
social security card for. If this does not apply, the employee should write “N/A” in that field.
2) Employee enters current address, city, state, and zip code.
•
This cannot be a PO box. If the employee does not have an apartment number, they must write “N/A” in
that field
3) Employee enters his or her date of birth, Social Security number, email
address and phone number.
•
The email address and phone number fields are optional. If the employee does not wish to provide this
information, they may write “N/A” in those fields.
Section 1- Employee Attestation
1. Employee reads warning and attests to his or her
citizenship or immigration status by checking the
appropriate box and filling in any applicable
information.
2. Employee signs and dates the form.**
Section 1- Preparer and/or
Translator Certification
1) If the employee uses a preparer or translator to fill out the
form, that person must certify that he or she assisted the
employee by completing the Preparer and/or Translator
Certification block.
2) If a preparer or translator completed Section 1, the employee
is still required to sign and date the section in their own
handwriting.
Section 2 – Document Review
- First, fill in the
employees name
as reflected in
Section 1.
- Print the form
double sided!
Section 2 – Document Review
Verifier records document title(s), issuing authority, document
number, and the expiration date from original documents supplied
by employee.
Section 2 – Certification
1)Verifier enters date employment (personnel) began. (If verifier is ECU
employee)
2)Verifier attests to examining the documents provided by completing the
signature block. If a designated agent or notary public completes this section, he
or she must provide the employer’s name and address under his or her signature.
A notary does not need to record the date employment began. The department
will complete that section.
3)The date signed by ECU or Third party agent (notary) will be handwritten.
Re-verification
 Updates due to expiring work authorization documents:
Employee Responsibility:
1.
2.
Present current/new actual documents to you upon receipt of updated documents.
Employees whose immigration status, employment authorization, or employment authorization
documents expire should file the necessary application or petition sufficiently in advance to ensure
that they maintain continuous employment authorization or valid employment authorization
documents. If specific renewal guidelines are not met, they may have to be terminated until the
appropriate documentation is satisfied.
Your Responsibility:
1.
2.
3.
4.
On new I-9 form record banner number in top left, note “UPDATE” in top right
Record only employee’s name in section 1 (The employee does not fill this out or sign)
In section 3, record the document title, number, and expiration date (if any) of the document(s) the
employee presents.
You will Sign and date Section 3 and deliver the Updated I-9 with copy of documents to HR
 Rehires
Employee Responsibility:
1. Present current and acceptable documents as they would if they were a new hire
2. Complete form I-9 without error as they would if they are a new hire
Your Responsibility:
1.
2.
On new I-9 form record banner number in top left, note “REHIRE” in top right
Complete section 2 as Employer without error as you would a new hire and deliver to HR
Do not reverify the following documents: An expired U.S. passport or passport card, an Alien Registration Receipt
Card/Permanent Resident Card (Form I-551), or a List B document that has expired. U.S. citizens and noncitizen
nationals never need reverification.
Acceptable Receipts
 When the employee provides an acceptable receipt, record the document title
in Section 2 of Form I-9 and write the word “receipt” and its document
number in the “Document #” space.
 When the employee presents the actual document, cross out the word “receipt”
and any accompanying document number, insert the number from the actual
document presented, and initial and date the change. A receipt indicating that
an individual has applied for an initial Employment Authorization Document.
 (Form I-766) or for an extension of an expiring Employment Authorization
Document (Form I-766) is NOT acceptable proof of employment authorization
on Form I-9.
 Receipts are never acceptable if employment lasts fewer than three business
days.
Acceptable Receipts
Receipt
Who may present
this receipt?
Is this receipt proof
of employment
authorization and/or
identity?
How long is this
receipt valid?
What must the
employee present at
the end of the receipt
validity period?
A receipt for a
replacement of a lost,
stolen, or damaged
document
All employees
90 days from date of
hire or, for
reverification, the date
employment
authorization expires
The arrival portion of
the Form I-94 or I-94A
containing a Temporary
I-551 stamp and
photograph
Lawful Permanent
Residents
A receipt fulfills the
verification
requirements of the
document for which the
receipt was issued (can
be List A, List B, or List
C)
Employment
authorization and
identity (List A)
Until the expiration date
of the Temporary I-551
stamp or, if no
expiration date, one
year from date of issue
The actual Form I-551
(Permanent Resident
Card, or “green card”)
The departure portion
of Form I-94 or I-94A
with an unexpired
refugee admission
stamp
Refugees
Employment
authorization and
identity (List A)
90 days from date of
hire or, for
reverification, the date
employment
authorization expires
An unexpired EAD
(Form I-766) or a
combination of a valid
List B document and an
unrestricted Social
Security card
The actual document
for which the receipt
was issued
Foreign Nationals – H-1B
 An acceptable combination of List A documents for Form I-9 include: unexpired
foreign passport, Form I-94/I-94A or H-1B Approval Notice.
 The Verifier should record in Section 2 (or Section 3 if reverifying) under List A the exchange
visitor’s:
 Unexpired foreign passport number, issuing authority, and passport expiration date,
 11-digit Form I-94/I-94A number and its expiration date (including duration of status,
which is indicated on the card as “D/S”).
Note: If the employee presents this combination of documents when completing Form I-9, ensure that he
or she enters his or her admission number from Form I-94/ I-94A in Section 1.
Updated I-94 Admission Record
Individuals can visit www.cbp.gov/I94 to retrieve a
copy of their electronic Form I-94.e a copy of
H-1B – Document Samples
I-94
Foreign passport
Updated I-94
H-1B Approval Notice
Foreign Nationals – J-1
 USCIS does not issue Employment Authorization Documents (Forms I-766) to J-1
exchange visitors.
 An acceptable combination of List A documents for Form I-9 include: unexpired
foreign passport, Form I-94/I-94A and Form DS-2019.
 The Verifier should record in Section 2 (or Section 3 if re-verifying) under List A the
exchange visitor’s:
 • Unexpired foreign passport number, issuing authority, and passport expiration date,
 • 11-digit Form I-94/I-94A number and its expiration date (including duration of
status, which is indicated on the card as “D/S”), and the
 • Form DS-2019 number (SEVIS number) and expiration date of employment
authorization listed on the form.
Note: If the employee presents this combination of documents when completing Form I-9, ensure that he or she
enters his or her admission number from Form I-94/ I-94A in Section 1.
J-1 – Document Samples
Foreign passport
Older I-94 Admission Record
or the newer Electronic I-94
(See Previous Slide for newer
version of I-94)
DS 2019
Foreign Nationals – F-1
I-20
 The following documents establish the
student’s identity and employment
authorization for Form I-9 purposes
and should be recorded in Section 2
under List A of Form I-9:
 • The student’s foreign passport;
 • Form I-20 with the designated school
official’s endorsement for employment
on page 3; and
 • A valid Form I-94/I-94A indicating FForeign passport
1 nonimmigrant status.
 Verifiers should ensure the student
Older Version or the updated I94 (See previous slide for
updated version)
enters his or her admission number
from Form I-94/I-94A in Section 1.
Lawful Permanent Residents
 Employees who attest to being a lawful permanent resident in Section 1 of Form I-9
may choose to present a valid Form I-551, Permanent Resident Card, for Section 2 (or
Section 3, if applicable). A lawful permanent resident is not required to do so, however,
and instead may choose to present a List B and List C document combination, e.g.,
state-issued driver’s license and unrestricted Social Security card.
 Permanent Resident Cards with either an expiration date or no expiration date
are List A documents that should not be re-verified.
PRC - Older
Version
Current PRC /
Green Card
Social Security Card Requirements
 Social Security Cards must be signed.
 Not acceptable if it says “Not Valid for Employment”
 If presented with a social security card marked “Not Valid for Employment”, you should ask the employee
to provide another document to establish his or her employment authorization, since such Social Security
cards do not establish this and are not acceptable documents for Form I-9. Such an employee should go to
the local SSA office with proof of his or her lawful employment status to be issued a Social Security card
without employment restrictions.
 Not acceptable by itself if it says “Valid for work only with INS/DHS
authorization” on its face.
 Not acceptable if it says on the back “This card is invalid if laminated” and
the card has been laminated.
Notary Guide
GENERAL PROCESS GUIDES
I-9 Requirements
 The I-9 must be completed prior to or on the first day of work. It must be
routed to HR immediately in order to be E-verified by the 3rd date of
employment.
 The Verifier, is responsible for reviewing and ensuring that your
employee fully and properly completes Section 1. If a third party
(notary) completes the form. The department contact is responsible for
reviewing and ensuring that the employee and notary fully completed
Sections 1 and 2 before sending to HR.
 We may not specify which documents are acceptable.
 Expired documents are no longer acceptable for Form I-9. However, you
may accept Employment Authorization Documents (I-766) and
Permanent Resident Cards (Form I-551) that appear to be expired on
their face, but have been extended under the limited circumstances.
I-9 Requirements
 Never use white out on the document. The I-9 will be returned to the
department for this. It is best to complete I-9 while employee is
there. It may be necessary for the employee to complete multiple
forms until the I-9 is correct. If there is something that needs to be
corrected, call HR for instructions.
 Highlighting, denoting or marking on the form to indicate information
you want the employee to complete is strictly prohibited.
 Employees must present original documents. Faxed or scanned
documents are not accepted. The only exception is that an employee
may present a certified copy of a birth certificate.
 Make sure all document copies (List A, B, & C pictures and text) are
clear.
I-9 Requirements
 If section 1 is typed, the person who completed section 1 MUST
complete the Preparer and/or Translator Certification area of section 1.
Completing section 1 by hand is the standard practice and expectation
with limited exceptions. Signatures and dates must be handwritten and
authentic.
 If employees provide receipts; write “receipt” in the document title in
Section 2; once the original document is provided the I-9 will need to be
updated.
 Incomplete or incorrect I-9 forms will not be acceptable and will
potentially delay the hiring process.
 A late I-9 is a violation of federal law which may result in temporary
employee suspension from payroll and be very costly to the University.
Any I-9 not signed on or before the 1st day of employment and received
in HR after the 3rd day will require a memo stating why and in some
I-9 FAQ’s

What is the start date that I place on the I-9?
Personnel and Current Hire date on EPAF. This rule applies to all employees, SPA, EPA, student worker, and
graduate assistants.

I have several current employees I want to re-check I-9’s on is this possible?
No. I-9’s cannot be used as a re-verification tool, it is illegal and is strictly prohibited.

Are Passports and Visa’s the same?
VISA documentation and US Passports are not the same document. Please ensure that you do not input the VISA
identification in the US Passport category. They are not interchangeable.

Do I need to complete an I-9 if someone is moving from student employment to fulltime / or from one University
Department to another?
No. Once an I-9 is completed regardless of employment category an additional I-9 does not have to be processed
even if that individual changes status or transfers within the Agency. It the responsibility of the hiring department
to notify Student Employment and/or HR that the student is moving to a Faculty/Staff position.

May I accept a photocopy of a document presented by an employee?
No. Employees must present original documents. The only exception is that an employee may present a certified
copy of a birth certificate
ECU: Best Practices
• Print I-9 form front and back to avoid losing any pages
• Review Section 1 thoroughly before the employee leaves your
office. If there are errors, have them fill out a new form
• Before sending the completed I-9 to HR, write the employees
Banner ID in the top left corner, and their employee group in the
right top corner
Reminders:
• PO Boxes are not acceptable in Section 1
• Every box in the employee information part of Section 1 should be
populated. Email and telephone number fields are optional.
• Remember to write the employees name at the top of Section 2
Try IT!
I-9 Completion exercise
Section 1 Info:
Employee Name: Test V Specimen Address: 123 Main Street –
Greenville, NC 27858
Email: test@gmail.com
Phone: 252-555-5555 SSN: 111-11-1111
Section 2 Info:
Start Date: 5/6/2013 Issuing Authority: USCIS
Other Info: Banner #: B00011111 Employee Group: EPA
Use expiration date of 8/21/2013 instead
Document Number
Section 1
- Did the employee fill
in each field in
Section 1? Did they
write “N/A” in the
“Other Names Used”
and “Apt. Number”
fields?
- Did they fill out the
attestation section and
write their USCIS #
beside their lawful
permanent resident
selection?
- Did the employee
sign and date at the
bottom of Section 1?
Section 2
-
Did the Section 2 verifier write
the employee’s name at the
beginning of Section 2? Is the
name written in the correct
order (last, first, middle initial)?
-
Is the documentation written in
the correct list (List A) and
documented correctly?
-
Did the Section 2 verifier fill in
the employee’s first day of
employment in the Certification
section?
-
Did the Section 2 verifier write
the employee’s Banner # and
Employee Group on page 1?
I-9 CONTACTS
East Carolina University
Back-up for University I-9 Coordinator
Tracy Skinner and Carrie Paige
I9@ecu.edu
328-9995
Department of Human Resources
University I-9 Coordinator
Stacy Dail
I9@ecu.edu
Department of Human Resources
328-9995
I-9 Student Employment Office – “E-Verifier”/Coordinator (Student)
Student Employment
Jane Rahm
hireapirate@ecu.edu
737-4473
Reference Page
ECU I-9 Resources
http://www.ecu.edu/cs-admin/HumanResources/I-9_Resources.cfm
USCIS Handbook for Employers
http://www.uscis.gov/files/form/m-274.pdf
USCIS I-9 form
http://www.uscis.gov/files/form/i-9.pdf
Acceptable Documentation Matrix
http://www.uscis.gov/portal/site/uscis/menuitem.eb1d4c2a3e5b9ac8924
3c6a7543f6d1a/?vgnextoid=31d51a48b9a2e210VgnVCM100000082ca6
0aRCRD&vgnextchannel=31d51a48b9a2e210VgnVCM100000082ca60
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