Quick Steps: Update an I-9 Form

Who does this?  Stanford payroll administrators in cooperation with employees

When?  An employee’s work authorization document expires or when an employee has a break in service with Stanford

How?  The employee presents original documents establishing eligibility to work in the U.S. to their payroll administrator for review. The administrator reviews the employee’s original documents, makes legible photocopies of the documents and signs the Updating and Re-verification Section of the I-9 Form. The administrator forwards the original of the updated I-9 Form and document photocopies to Payroll for review and document retention.

 

On this page:

• Update Expired Employment Authorization Documents
• Re-Verify an I-9 Form after a Break in Service

 

Update Expired Employment Authorization Documents (6 steps)

Download and print the I-9 Form:

1. Click I-9 Form to download.

Before the employee’s current employment eligibility expires, review the employee’s original documents establishing continued eligibility to work in the U.S.:

1. Review Lists of Acceptable Documents on page 3 of the I-9 Form.



Note:  The I-9 Compliance Specialist is available to assist you with accurately collecting the I-9 Form information. Contact the Specialist at 650-736-9772 or by submitting a HelpSU ticket.


2. Employees must present one document from List A OR one document each from List B and List C.



Note:  Examples of the List A, B and C documents are available in the USCIS Employer Handbook: Instructions for Completing Form I-9.


3. Documents must be original, do not accept copies.
4. Examine the documents to determine if they reasonably appear on their face to be genuine and relate to the person presenting them.



Note:  If the employee does not have documents establishing continued eligibility to work, the employee must stop working.


5. Repeat steps above if the employee does not present copies meeting the List of Acceptable Documents.

Make legible copies of the documents presented. The employee photo must be clear.

Complete Section 3 of the I-9 Form:

1. Enter the employee’s full legal name.
2. Enter the document title, document #, and expiration date (if any) for each document presented.

Certify the I-9 Form as a representative of Stanford:

1. Read the Certification.
2. Sign your name.
3. Date the form.

Submit documents to Payroll:

1. Original I-9 Form.
2. Copies of documents presented.

 

Re-Verify an I-9 after a Break in Service (6 steps)

Download and print the I-9 Form:

1. Click I-9 Form to download.

Note:  Re-verification is not necessary for students who have been continuously employed, except during normal school break periods.

Within 3 business days from the employee’s rehire date, review the employee’s original documents establishing the employee’s eligibility to work in the U.S.:

1. Review Lists of Acceptable Documents on page 3 of the I-9 Form.



Note:  The I-9 Compliance Specialist is available to assist you with accurately collecting the I-9 Form information. Contact the Specialist at 650-736-9772 or by submitting a HelpSU ticket.


2. Employees must present one document from List A OR one document each from List B and List C.



Note:  Examples of the List A, B and C documents are available in the USCIS Employer Handbook: Instructions for Completing Form I-9.


3. Documents must be original, do not accept copies.
4. Examine the documents to determine if they reasonably appear on their face to be genuine and relate to the person presenting them.
5. Repeat steps above if the employee does not present copies meeting the List of Acceptable Documents.

Make legible copies of the documents presented. The employee photo must be clear.

Complete Section 3 of the I-9 Form:

1. Enter the employee’s full legal name.
2. Enter the date of rehire.
3. Enter the document title, document #, and expiration date (if any) for each document presented.

Certify the I-9 Form as a representative of Stanford:

1. Read the Certification.
2. Sign your name.
3. Date the form.

Submit documents to Payroll:

1. Original I-9 Form.
2. Copies of documents presented.

 

What Happens Next?

• Payroll will review the I-9 Form for completeness and will contact you if documentation is missing or if the form is incomplete.
• Payroll will enter the I-9 Date in PeopleSoft.
• Payroll will retain original documents for audit review.

Questions?

• If you have questions, please submit a HelpSU ticket to Payroll (Category Central Office Issues and Request Type Payroll question).