I-9 completion requirements change
This page was updated November 15, 2021
- As of September 16, 2021 for staff and October 4 for student employees, in-person review of identity and employment authorization documents is required for all new employees and employees rehired more than three years after completing the Form I-9. For more information, view UWHR’s Form I-9 requirements webpage.
Verify employment authorization documents for remotely onboarded employees
I-9 Coordinators must meet with each active, remotely-onboarded employee to inspect their employment verification documents in person and update Section 2 of the employee’s Form I-9 through the Amend Form I-9 business process. Review the information below for instructions on identifying remotely-onboarded employees, guidance for typical scenarios involving employees previously onboarded remotely, and instructions for documentation when an expired non-WA Driver’s license is presented as a form of identification.
To identify remotely-onboarded employees
- In Workday, enter R0669 Audit Form I-9 Receipts in the search field.
- In the Supervisory Organization field, select the “My Organizations” then select the Sup Orgs you support. Tip: To quickly select all the Sup Orgs you support, select Ctrl+A and then the space bar.
- In the Start Date field, enter 3/26/2020.
- Select OK.
Remotely onboarded employees may have been terminated, may not be working at a UW worksite due to COVID-19 restrictions and precautions, or may have been hired as remote employees. The table below describes these scenarios and how to respond.
|Employee is no longer employed at UW||Attach to the existing Form I-9 a statement explaining why amendments to the Form I-9 cannot be made.||Follow the steps below to initiate the Amend Form I-9 process but in lieu of steps 5 – 8 below, enter in the Reason for Changes field the text “In-person review of identity and employment verification documents was not completed because the employee is no longer employed at the University of Washington.”
Note: The form can only be amended if the I-9 process was previously completed. Contact your HCM Service Partner for assistance.
|Active employee was onboarded remotely, is not located in Washington state and is not employed at an out-of-state UW worksite||The employee is required to complete in-person review with the assistance of an authorized representative as described in the Complete Form I-9 Remote Hire process guide.||
|Active employee was onboarded remotely and is working remotely in state or works at another UW work site out-of-state||The employee is required to travel to a UW work location to meet with an I-9 Coordinator for in-person review.||
To amend the Form I-9 for active employees remotely onboarded
- With the R0669 Audit Form I-9 Receipts report open in Workday (don’t download to Excel), hover over the employee’s name and select the Related Actions icon that appears after the name (it looks like a twinkie).
- In the pop-up window, select View Form I-9 from the Personal data tab. Tip: Right-click to View Form I-9 then select See in New Tab to keep the original report open for easier reference.
- Select the Amend Form button.
- At the top of the page, select Section 2. Employer or Authorized Representative Review and Verification.
- De-select the Document presented is a receipt checkbox.
- Verify that the Expiration Date field is accurate.
- In the Overdue Reason field, select Other.
- In the Overdue Reasons Other field, enter COVID-19.
- In the Reasons for changes to Section 2 field, enter “Documents physically examined on MM/DD/YYYY” where the date is the day you physically inspected the employment verification documents.
- Select Submit.
For more information about the transactional details in Workday, please visit the I-9 user guide.
Expired driver license acceptability for List B documents
If the employee’s driver license is from a state other than Washington and expired on or after March 1, 2020, I-9 coordinators must check whether that state has extended the document expiration date due to COVID-19 by checking that state’s Motor Vehicle Administration or Department of Motor Vehicle’s website prior to making the additional notations described.
COVID-19 related policy changes
From March 19, 2020 until the UW’s return to on-site work dates of September 13, 2021 for staff and September 29, 2021 for student employees, remote review over video of Section 2 identity and employment authorization documents was allowed under flexibility rules announced by the Department of Homeland Security (DHS) when new hires were not expected to physically come into the workplace because it was operating remotely due to COVID-19 precautions.
When inspecting Section 2 documents remotely, I-9 coordinators were required to complete remote inspection within three business days of hire or rehire; document remote review in Workday by checking the box under “Document presented is a receipt”; document expiration of Driver’s license, as applicable; and maintain written documentation of the remote onboarding and telework policy for each employee.
If the employee’s WA State driver’s license expired on or after March 1, 2020 and on or before March 31, 2021, the document expiration date was temporarily extended and the document was acceptable as a List B document for Form I-9. For expired WA driver’s license review, the I-9 Coordinator entered the document’s expiration date in Section 2, entered “COVID-19 EXT” in the Additional information field, and attached a copy of the WA Department of Licensing’s Webpage or other notice indicating that expiration dates were extended.