Form I-9 requirements
Last update: November 3, 2023
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 may 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 Form I-9 requirements cannot lawfully be employed.
Who must complete the Form I-9
These requirements apply to all staff and student employees employees. Stipend recipients and certain contingent workers complete the Form I-9 because they may move into a UW paid position which would require an I-9.
Ensuring compliance
Form 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. Failure to timely complete the Form I-9 can result in serious penalties.
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. It may be completed as soon as a job offer has been extended and accepted. When Section 1 is completed, the employee will receive instructions 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 preview Form I-9 and related instructions online.
Physical review
UW is not considered an E-Verify employer for the purpose of conducting remote Form I-9 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.
Effective October 21, 2023, UW transitioned to the new Form I-9 required by US Citizenship and Immigration Services (USCIS). All Form I-9s that are incomplete or in process as of October 27, 2023 were cancelled and restarted on the new form.
The new form includes a space that allows employers to indicate if an alternative procedure was used to examine documents. While DHS has expanded the ability to remotely review employment eligibility documents to “E-Verify employers,” the University is not considered an “E-Verify employer.” I-9 coordinators should not check this box and must continue to physically inspect required documents within three business days after an employee’s first day of employment.
Resources
US Citizenship & Immigration Services I-9, Employment Eligibility Verification