Overview

All new hires are required to complete a Form I-9 as part of their onboarding tasks in UNI Works. If a new hire does not complete their I-9 within 3 business days of their start date, they may be terminated. As an I-9 Partner, you will review the new hire's I-9 to ensure accuracy and completeness.

Review New Hire's Form I-9

Step 1: Navigate to your My Tasks in the top right corner of the page.

Step 1

Step 2: Locate and click on the Complete Form I-9 task.

Step 2

Step 3: Review Section 1 of the form for completeness.

Step 3

Step 4: Under Section 2: Employer Review and Verification, fill out List A OR List B and List C by inputting the necessary information from the documents provided by the new hire. Do NOT specify which document(s) they should present. Refer the new hire to the List of Acceptable Documents as needed.

Note: Please review and confirm the document information you enter before you approve this form. If any information is entered incorrectly, the automatic submission to E-Verify will trigger follow-up actions by the HR Partner to resolve.

A) Document Title 1: Select the type of document.

B) Document presented is a receipt: Checking this box indicates that a receipt of the document was provided, but not the actual document itself. You will need to enter an expiration date which should be 90 days from the date you are completing section 2.

C) Select Issuing Authority: Select the appropriate state/authority that issued the document.

D) Document Number: Enter a document number if applicable (e.g. driver's license number).

E) Expiration Date: Enter/select an expiration date if the document has one.

F) Additional Information: Enter any relevant additional information.

Step 4

Step 5: Indicate if you used an alternative procedure authorized by DHS to examine documents by checking the box.

Note: Please consult with an HR Partner in HRS, Student Employment, or the Graduate Studies office before checking this box. This is limited to fully remote workers and there are additional steps that need to be taken.

Step 6: Enter/select the new hire's First Day of Employment.

Step 6

Note: If the First Day of Employment entered does not match the date entered on the Hire transaction an error will appear. Check your data entry and consult an HR Partner if needed to resolve the discrepancy.

Step 7: Under Signature of Employer or Authorized Representative, select the checkbox next to I Agree and ensure all required fields are filled out correctly.

Step 7

Step 8: Upload any necessary Attachments by clicking Select Files. Click Approve after reviewing the important note below.

Please note: Do not save or upload document copies to Form I-9, except: 1) when authorized by an HR Partner related to fully remote hires for which we used the alternative document inspection procedure authorized by DHS or 2) if the new hire presents one of the documents below as E-Verify regulations require a copy to be attached. If the new hire presents any of these documents, it MUST be uploaded to Form I-9:

Permanent Resident Card (Form I-551)
Employment Authorization Document (Form I-766) or
U.S. Passport or
U.S. Passport card

Step 9: If one of the documents listed in Step 8 was presented by the new hire, an additional Photomatch task will be sent to the My Tasks list requiring the same I-9 Partner to view the document on the screen and verify if it matches the document the new hire provided to you. If one of these Photomatch documents are entered on the I-9 and the copy is not attached, an additional To Do task will be added to your Inbox to work with an HR Partner to add the attachment. After the HR Partner has confirmed the document copy has been attached, the To Do task may be submitted.

What Happens Next

The Form I-9 is complete and the information will be sent automatically to E-Verify. If there are any resulting E-Verify issues to resolve, the HR Partner will receive the task. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.