Human Resources

Form I-9 requirements

All new employees must complete the Employment Eligibility Verification Form I-9 and present original document(s) that establish their identity and employment authorization within three business days of their first day of employment. Employees rehired more than three years after completing the Form I-9 must complete a new Form I-9.

Employees who cannot produce documentation to complete the Form I-9 within three days of hire must not work or be paid. If documentation is not produced by the end of the third day, employees must not be permitted to work. If Form I-9 is not completed within seven (7) business days of hire, employment will be terminated.

The University of Washington (UW) employs only individuals authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986.

As required by US Citizenship and Immigration Services (USCIS), the Form I-9 is used to verify the identity and employment authorization of citizens and noncitizens hired for employment in the United States. Employees who are unable to meet federal I-9 requirements cannot lawfully be employed. Failure to timely complete the Form I-9 can result in serious penalties.

Who must complete the Form I-9

These requirements apply to all staff and student employees including contract covered, classified non-union, temporary hourly, and professional staff, Hall Health physicians, and Intercollegiate Athletics (ICA) contract employees. Certain individuals who have a contingent worker relationship with the UW and stipend recipients complete the Form I-9 because those individuals may move into a UW paid position and would, therefore, need an I-9 on file.

Ensuring compliance

I-9 compliance is monitored through regular audits. Department I-9 coordinators, the employee’s manager, and the head of the hiring department will be contacted in the event that an audit returns any noncompliance. The escalation and oversight process will be regularly reviewed to ensure the UW remains compliant with federal requirements.

Responsibilities for Form I-9 completion

The UW uses Workday to complete the Form I-9. It is the responsibility of both the employee and the hiring department to ensure timely completion.

Prior to the employee’s first day of paid work, the employee should use Workday to complete Form I-9 Section 1 Employee Information and Attestation. When Section 1 is completed, the employee will receive instruction on acceptable documents to provide to their I-9 Coordinator for completion of Section 2. The employee may choose which document(s) they present from the Lists of Acceptable Documents; the ISC I-9 User Guide describes the process. Employees may also preview Form I-9 and related instructions online. Section 1 of the Form I-9 may be completed as soon as a job offer has been extended and accepted.

Physical review

Physical review of documentation to complete Section 2 is required, including for remote workers. If physical review by UW staff is not feasible, completion by an agent of the UW or a notary public may be permissible. For more information, visit the I-9 coordinator guide.

Temporary I-9 requirements due to the 2019 novel coronavirus outbreak (COVID-19)

The Department of Homeland Security (DHS) relaxed rules regarding the physical presence requirements associated with Form I-9. These temporary requirements allow for remote review of Section 2 identity and employment authorization documents when new hires are not expected to physically come into the workplace due to COVID-19 precautions. For more information visit the I-9 completion requirements change webpage.

Resources

US Citizenship & Immigration Services I-9, Employment Eligibility Verification