Human Resources

Frequently asked questions

Q: What happens if the documentation for Form I-9 isn’t produced by the end of the employee’s third dayof work?
A: If documentation is not produced by the end of the third day, employees should not be permitted to work. Moreover, if the Form I-9 isn’t completed within seven (7) business days from the start date, employment may be terminated.

Q: Who holds responsibility for the timely completion of the Form I-9?
A: The employee, I-9 Coordinator and the hiring department share the responsibility of ensuring the Form I-9 is completed on time.

Q: Why is it important to comply with these Form I-9 requirements?
A: Completion of Form I-9 by the end of the third business day of employment is required by federal law. Failure to comply can result in significant penalties as outlined on the USCIS website.

Q: What happens if there are late or retroactive hire entries?
A: It is essential that the hiring process is completed on time, with hires entered either before or on their start date because completion of the Form I-9 is tied to the hire transaction in Workday.

Q: Can documents for Form I-9 be reviewed remotely at the University of Washington (UW)?
A: No, remote review of I-9 documents is not permitted at UW. While the USCIS has expanded the ability for “E-Verify employers” to remotely review employment eligibility documents, the University is not considered an “E-Verify employer.”

Q: Are there any exceptions or flexibility regarding Form I-9 document verification due to remote or out-of-state hires?
A: No. The expectation for all new hires, including remote or out-of-state hires, is that the required documents must be physically inspected within three business days following an employee’s initial day of employment. More information about remote or out of state hires can be found on the Complete Form I-9 Remote Hire webpage.

Q: Who should I reach out to if I have any concerns or questions about the Form I-9 process?
A: To resolve an issue with Form I-9, reach out to your department’s I-9 coordinator(s) as soon as possible.

Q: Where can I find the contacts for my department’s I-9 coordinators?
A: To locate the contact information for your department’s I-9 coordinator(s) or other Workday support contacts, you can refer to the Finding Your Support Roles Quick Guide (PDF).

Q: Why did I receive an email about my Form I-9 when I’m not a new employee?
A: You received this message because we don’t have a record of a completed Form I-9 for you in Workday. It’s essential to reach out to your I-9 coordinator to resolve the issue.

Q: Why did I receive an email about my Form I-9 form when I thought completed it in Workday?
A: You received this message because we don’t have a record of a completed Form I-9 for you in Workday. Completing “Section 1″of Form I-9 in Workday is the initial step in the Form I-9 process. To finalize the form, you must present original documents that establish your identity and employment authorization within three business days of your first day of employment to your I-9 coordinator.

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