The Department of Homeland Security (DHS) announced interim Form I-9 procedures to defer the physical presence requirement as an accommodation to employers complying with state shelter-in-place requirements. This provision has since been extended several times. Due to continued precautions related to COVID-19, DHS announced it has decided to again extend this policy through December 31, 2021. This interim process may only be used for employees who work exclusively from a remote location due to COVID-19 protocols put in place on campus. Otherwise, new employees should follow the processes as outlined on the Verify Eligibility for Employment page.

The current extension includes guidance for employees hired on or after April 1, 2021. Those employees are temporarily exempt from the physical inspection requirements associated with the Employment Eligibility Verification (Form I-9) until they undertake non-remote employment on a regular, consistent, or predictable basis or the extension of the flexibilities related to such requirements is terminated, whichever is earlier.

DHS will continue to monitor the ongoing national emergency and provide updated guidance as needed. Employers are required to monitor the DHS and Immigration and Customs Enforcement (ICE) websites for additional updates regarding when the extensions will be terminated, and normal operations will resume.

 

Options for processing the Form I-9

Interim Process Deferring Onsite Verification for Employees Working Exclusively Remote due to Current Campus COVID-19 Protocols

  1. HR Representative sends the I-9 Form to the employee using their Stanford email account, including “SECURE:” in the subject line. This ensures that the employee's reply containing High Risk data will be encrypted by Stanford's Secure Email service.
  2. Employee completes and signs Section 1 of Form I-9 on or before their first day of work.
  3. Employee identifies documents that establish their eligibility to work in the U.S. from the List of Acceptable Documents on Form I-9. Once identified, the employee is to make a clear color copy, scan or photo of the documents.
  4. Employees with a Stanford email should reply to the "SECURE:" email from the HR Representative with the completed Form I-9 and the document evidence to the local HR representative or designee.

    Employees without a Stanford email should reply to the "SECURE:" email from the HR Representative using Stanford's Secure Email service. Employee will be asked to create an account and password. The employee should then reply to the email within the Secure Email window and use the "Attach a file" button to send the completed Form I-9 and the document evidence to the local HR representative or designee.
     
  5. Upon receipt, and within three days of the employee’s first day of work, the local HR representative is to inspect Section 1 of the form and the provided document evidence, and then complete Section 2 of the form. In the ‘Additional Information' field, enter “COVID-19” to note the reason for the delay in physical inspection of the documents.
  6. HR Representative then retains Form I-9 in a secure location until the form can be completed in person.
  7. University guidance on shelter-in-place and physical distancing regulations must be followed to determine the first permissible date to meet with the new hire in person.
  8. No later than three business days following that date, the local HR Representative and the employee meet to review the employee’s documents in person and complete Form I-9.
  9. HR Representative adds “Documents physically examined” and the date of the inspection to the ‘Additional Information’ field on the original Form I-9.
  10. Submit the completed Form I-9 along with the supporting document copies to Payroll via ID Mail, MC 8838, or by dropping in one of the secure drop boxes:
    • Tresidder Union: Located on the parking lot level between Tresidder and the Faculty Club
    • Redwood City: Located in main lobby at University Hall

HR Representative provides the employee a link to schedule an I-9 Anywhere appointment. I-9 Anywhere is a pilot service that will enable new hires and existing employees who need to complete/reverify their I-9 document to choose from a network of commercial verifiers located throughout the U.S. See Verify Eligibility for Employment page for details.

A method for remote I-9 verification in which a university or college partnered with Stanford assists with processing the I-9 for remote employees. See Verify Eligibility for Employment page for details.

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