FORM I-9
EMPLOYMENT ELIGIBILITY
VERIFICATION
DEBORAH AHLSTEDT
INTERNATIONAL FACULTY AND STAFF SERVICES
Basics
See I-9 Manual on IFSS web: ohr.wisc.edu/ifss/I-9.htm
Employer must verify identity and employment eligibility
of all new hires, including part-time, students, LTEs,
anyone receiving a salary payment, even if just one
day
Who must be verified?
Anyone hired after 6 November 1986
Anyone re-hired after a break in service
» Includes re-hired annuitants
Not considered break in service
 Leave of absence
 Successive LTE positions
 TA, PA and C basis employees returning in the following
semester
Exceptions to I-9 Requirements
Independent contractors
 UW-System document definition:
http://www.uwsa.edu/fadmin/fppp/fppp31.htm
Anyone on a fellowship or scholarship
Zero dollar appointments
Employees working outside the U.S.
Returning from a LOA, layoff, strike or wrongful discharge
Anti-Discrimination Provisions
 Treat everyone consistently
 Give everyone the option to complete the I-9 on or before the start
date, but after offer of employment
 Don’t request specific documents from employee
 Accept documents that meet the requirements and reasonably
appear genuine and belong to the employee
Timing
On or before first day of employment, but after offer
 Employee completes Section 1
 If employment is less than 3 days, employer completes Section 2
By third day of employment
 Employee presents original documents
 Employer completes Section 2
Must meet time frame even if employee not in Madison
 Designate other to do paper I-9
Retain I-9 one year after termination or three years after hire date,
whichever is LATER
Documents
All must be unexpired
Social Security card and number
 Must be card, not SSA printout
 Can’t use card that says “Not valid for employment”
 Card with “Valid only with USCIS employment authorization” – need
other work authorization document
 Can’t start with “9” – not SSN
 Not required except for E-Verify
Visa vs. status
Advantages of Electronic I-9
Once an employee is in the system, no new I-9 to change from one
department to another, and/or for dual appointments
No need to copy documents except for E-Verify – email to IFSS
Automated 90 day email alerts of expiring work documents
Automated purging of I-9 forms for terminated employees per DHS
retention rules
Error-detection & guidance, almost error proof
Virtually Eliminates Errors
Only permits entry of documents that relate to the citizenship status
in Section 1.
Detects and alerts about:
 Missing required information such as birth date, document number,
issuing authority, expiration date, employer address etc.
 If SSN in Sections 1 and 2 do not match.
 Expired documents
HireRight System
All users have individual login
IFSS “Super Users” for changes, additions, deletions of
users
All users can complete/view any UW I-9
Divisions have extra permissions to run reports, delete,
override delete
IFSS can change permissions as necessary
E-Verify
Must do electronic I-9 plus electronic verification in EV
IFSS will continue to do all EV
 Ignore slide and system references to EV – not enabled for UW
 Dept. must do electronic I-9, email IFSS and attach documents used
Both new hires and current employees assigned to contract
List A or B docs must have photo
Section1- Employee Info
Employee completes on or before first day of work
One of the four boxes must be checked
 3 and 4 require additional information from employee
» 3 - must give Alien number
» 4 - must give admission/departure/I-94 number
Employer checks that all blanks are complete
 Must give SSN if on E-Verify contract; not required otherwise
Any additions/changes must be done by the employee
I-9 Solution for Enterprise
Select the I-9 Forms menu option to initiate I-9
actions and activities.
Manage I-9 Forms
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Manage I-9 Forms
Click NEW to Initiate an I-9 Task
I-9 Menu Options Defined
Invite Employee: Used to initiate the
completion of the Electronic I-9 form
E-verify Check: Used to instantly verify
employment eligibility with the DHS
Kiosk Mode: Used when the Employee will
complete the Electronic I-9 onsite
Upload I-9 Form: Used to upload a pdf file
containing I-9 form(s) and supporting
documentation
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Invite Employee: Employee Info
1
1. Select Invite Employee
(known as Electronic I-9)
2
2. Employer enters
employee’s First and Last
Name, email address
*Be sure to use University of
Wisconsin default letter
Optional
3. Select Location from
drop-down
4. Click Submit
Enables the completion of Section 1 after
offer of employment is accepted which may
be prior to the first day of employment
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3
4
Confirmation
This message appears to confirm the email was sent
Manage I-9 Forms
Click NEW to Initiate an I-9 Task
Kiosk Mode supports Two Access Options
1. Send an email to the
Employee for access
-or-
2
2. Provide Kiosk Link
1
**Can be saved on desktop for instant
access each time a new employee needs to
create an online user ID to access and
complete the electronic I-9 form
Employee Notification
Employee uses the web link, user ID, and password
provided in email
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Employee Login
Employee Instructions
Helpful Features for Employee
Instructions from both
DHS USCIS and
HireRight
List of Acceptable
Documentation
 List A documents
 Lists B & C documents
Live Chat access to
HireRight Customer
Support 24/5
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Electronic I-9
Employee completes Section 1 of the I-9 online
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Completion of Section 1
Citizenship status will predesignate what
documents are acceptable
from the Employee when
the Employer is
completing Section 2 of
the I-9 form online
NOTE: The Alien #, SSN, and
other details required from the
employee are driven off the
citizenship status selected.
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Electronic Signature and Confirmation
Employee checks off three boxes agreeing to statements and
Electronically signs to complete Section 1 of the I-9 form
online.
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If a Preparer/Translator is Used:
HireRight provides the option to capture vital information
on a preparer or translator, in the event it is applicable
• Ex. Employee does not read/write English
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Employee Confirmation
Completion of Section 1 sends an email to Section 2
completer (Original Requestor or Hiring Manager, if any)
List of Acceptable
Documents can be
viewed here
Section 2 – Document/Employer Info
Within 3 days of start date, employee presents original document(s)
 1 from List A or
 1 each from List B and List C
Employer inspects documents
 Appear genuine
 Relate to person presenting them
 Appear on USCIS list of documents
 Are unexpired
 Confirm employee’s statements in Section 1
Must terminate employment if cannot present original document(s) or
receipt within 3 days
Employer Notification
Employer is notified via email Section 1 is complete
Employer/Hiring Manager can use the link to login and view the
Employee’s I-9 and Complete Section 2
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Employer Access to I-9 Form
1. Select Manage I-9 from left hand menu of your account
2. Select Pending Employer tab to access and complete
Section 2
(Designated Hiring Manager will access the I-9 through the link in the email)
Employer Access to I-9 Form - continued
Click Applicant Name to Select
Right-click or use More Options drop-down menu to
Verify I-9 Docs
Viewing the Completed Section 1
Review for
accuracy against
documentation
provided by
Employee (ex.
Name matches ID)
Citizenship status
selected will drive
acceptable
documentation
Only documents
matching citizenship
can be accepted.
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Completion of Section 2
Click Employer Review & Verification to complete Section 2
Select List A or List B & C
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Employer Completion
Complete required fields
Check off 3 statements
Confirm Employee Start
Date is CORRECT
Review your contact
information for accuracy
Electronically Sign
Confirmation
You will receive a confirmation message after successfully
completing Section 2
You may see a warning if you completed prior to Employee’s
Start Date – this is to advise that E-verify will not begin until
actual Start Date
Receipts
No receipt if working less than 3 days
Receipt for lost, stolen or damaged document from state or Federal
agency
Underlying work authorization must be valid
Enter receipt information in appropriate list, expiration date 90 days
from receipt date
Employee has 90 days to present new original document; otherwise
must terminate
Complete Section 3 with final document info
Section 3 – Updating and Reverification
Updating – rehire after break in service
 Original I-9 under 3 years old and already in HireRight system
 No need to update for sporadic services but no termination
 Date of rehire, signature, date
 If not in electronic system, do new I-9 in system and then can use
Section 3
Re-verify I-9 Form
Completing Section 3 is also known as reverification
1. Search for Employee in I-9 dashboard*
2. Select Re-verify I-9 Form
* Default account view and search setting is one month
Completion of Section 3
• Completing Section 3 is also known as reverification
• Process for documenting the updated I-9 information
• Does not initiate an electronic verification (E-verify)
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Section 3 Reverification
Must reverify if work authorization has expiration date
US citizens and PRs never need to be reverified
New green cards have expiration date but PR doesn’t
expire
Expired card not valid for initial verification
Must reverify prior to expiration date of original work
authorization
Employee must bring new document
Must terminate if no new work authorization
First reverification of current employee
Review existing I-9(s) for accuracy & completeness, correct if necessary
Copy I-9(s), X out DOB and all but last 4 digits of SSN on copy
Scan and upload edited copy of I-9(s) in one PDF
– Do NOT scan and upload documents
Employee presents new work authorization document
Complete Section 3 Reverification
Retain original paper I-9(s) for required retention period
Once in system, there are multiple Section 3s for future reverifications
Upload and E-verify Check
HireRight integrates the
capability to both Upload I-9
documents and select for an
E-verify check to occur in
one step.
2
3
1. Select Upload I-9 docs
2. Check off E-verify check
Required fields
are noted with a
red asterisk
3. Upload PDF file of scanned
doc(s)
4. Complete required fields
5. Click Upload
5
Scanning and Uploading I-9
Never upload supporting documents
System doesn’t detect errors except expired documents and conflict
between citizenship status in Section 1 and document(s) in Section 2.
Also must manually enter into system:
 Name
 Employment start date
 Date of birth
 SSN
 Citizenship status
 Alien number (if applicable)
 Admission number (if applicable)
 Document title (all, if more than one)
 Document expiration date (all, if more than one)
Completion of Section 3
• Completing Section 3 is also known as reverification
• Process for documenting the updated I-9 information
• Does not initiate an electronic verification (E-verify)
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Sources of Assistance
I-9 Requirements and Documents and basic system functionality
 Deborah Ahlstedt
» dahlstedt@ohr.wisc.edu
 Jennifer Taylor
» jtaylor@ohr.wisc.edu
System Functionality – HireRight
 Resources on left screen
» Job Aids, FAQs, online tutorial
 Contact HireRight Customer Support
with Questions
 Toll Free: 866-521-6995
 Hours: Sunday 5:00 pm Pacific - Friday 9:00 pm Pacific