Wood Hole Oceanographic
Instititution
I-9 Agent Authorization
Woods Hole Oceanographic Institution (WHOI) must ensure that each new
employee hired in the United States completes Section 1 of an I-9 form on or
before the first day of work. WHOI must also ensure that the new employee’s
documents are reviewed and recorded on Section 2 of the I-9 form.
We have asked you to complete Section 2 as an Authorized Agent of WHOI.
After the employee completes Section 1 of the I-9, please review it to make sure it
is complete. Then examine the original documents presented to you by the
employee. Make a copy of the document[s]. Write all required document
information in the appropriate portions of Section 2, the “Employer
Certification.” Sign and date the form. List Woods Hole Oceanographic Institution
as the employer and insert 266 Woods Hole Road, Woods Hole, MA
02543. In the section listed as “title” write Authorized Agent.
After completion, please return the completed forms to the employee, who is
responsible for submitting them to the WHOI Representative.
I hereby attest that I read the above and the enclosed “I-9 Review Summary” and
accept responsibility as an Authorized Agent of WHOI for the sole purpose of
completing the I-9 form.
Signature
Name
Date
Title
Phone number
Address of Authorized Agent
Woods Hole Oceanographic Institution
Authorized Agent Agreement
Form I-9 Completion for Employees in Remote Locations
July 24, 2014
Instructions for Employees
The U.S. Citizenship and Immigration Services requires all employees to complete the Employment
Eligibility Verification Form I-9 and present original documents to their employer establishing
identity and employment eligibility no later than close of business on your first day of employment.
If you have been hired to work at a remote or off-site location and/or you are not physically
available on campus to present the document(s) to the Human Resource Representative for
inspection, a procedure has been established to facilitate this process for employees in remote
locations.
Follow the steps below to complete this process:
1) Your WHOI Representative will provide the following forms (or instruct you to print them
from the web):
2) A blank copy of the Form I-9. You can print the 9-page form using the following link:
http://www.uscis.gov/sites/default/files/files/form/i-9.pdf (copy and paste this url into
your browser).
3) WHOI’s Authorized Agent Agreement. You can print the form at:
4) Fill out Section 1 of the Form I-9 no later than the close of business on your first day of
work.
5) Take all of the above forms and your original identity/employment eligibility documents(s)
(as listed on page 9 of the form I-9) to an Authorized Agent.
6) At the Authorized Agent’s office, present your original identity/employment eligibility
document(s) to the Authorized Agent. You must present original identity/eligibility
documents—photocopies are not acceptable. Note: Only original documents (not
necessarily the first documents of its kind ever issued, but an actual document issued by the
issuing authority) are satisfactory, with the single exception of a certified photocopy of a
birth certificate.
7) The Agent will inspect the document(s) and complete Section 2 or 3 of the Form I-9.
8) The Agent will also complete the Authorized Agent Agreement.
9) You must mail the completed Form I-9, Authorized Agent Agreement and photocopies of
forms of identification presented to the Agent back to the Human Resource Office. Note:
The WHOI Representative may ask you to fax these documents upon completion to expedite
the check-in process; however, you must follow-up the fax by mailing the originals. Federal
law requires that the Human Resources Office retain the original forms.
Important! It is imperative that this process be completed as expeditiously as possible. The Form I9 requirements must be completed by you (Section 1) no later than the close of business on your
first day of work, and by the Authorized Agent (Section 2 or 3) no later than the close of business
on your third day of employment services.
More information regarding employment eligibility and the Form I-9 can be found on the U.S.
Citizenship and Immigration Services web site at http://www.uscis.gov/i-9 (copy and paste this url
into your browser).
Instructions for Authorized Agent/ Remote New Hire Form I-9 Compliance
Employee Information: Last: ____________________________ First: ________________________________ M.I. ___
Date of Hire: _____________________________ WHOI Representative: _____________________________________
Completion of the I-9 Form
We are asking you to act as our representative to examine the employment identification papers
for a new Woods Hole Oceanographic Institution (WHOI) employee. Because U.S. Citizenship and
Immigration Services (USCIS) requires the Institution to verify the right of our employees to work in
the U.S., we are asking you to serve as our representative by examining the new hire’s
documentation and signing the attached USCIS Form I-9.
Please verify that the employee has completed Section 1 of the I-9 form prior to your completing
Section 2. The employee must present to you acceptable identity/employment eligibility
documents(s) found on the “List of Acceptable Documents” page.
The employee can present either:
1. Any one document from List A or
2. Two documents, one from List B (identity) and one from List C (employment
authorization).
The section that we need you (our Agent) to complete is “Section 2 – Employer Review
Verification”. There are spaces on the I-9 form for you to indicate which document, or documents,
were presented to you and their associated information. This includes, the Document Title, Issuing
Authority, Document Number and Expiration Date (if any). Please note: view only original
documents; faxes, photocopies are unacceptable documents.
We also need for you to complete the Certification section of the I-9 form. Please complete the
Certification as follows:
1.
2.
3.
4.
Enter the employee’s date of hire (from the WHOI Remote New Hire Notice Form).
Sign the Authorized Representative section.
Date the I-9 form (enter the date you reviewed the employee’s documents).
As an Authorized Agent, please complete the attached Authorized Agent Agreement.
If you have questions, please contact the WHOI Representative listed on the WHOI Remote New
Hire Notice Form.
Thank you for your assistance.
Please return completed forms to the employee, ___________________________________, who
is responsible for submitting them to the WHOI Representative.