Federal law requires that every employer who recruits, refers for a fee, or hires an individual for employment in the U.S. must complete Form I-9, Employment Eligibility Verification. This article outlines recent changes to the federal Form I-9 and the university's verification process to help departments verify their employee's identity and employment authorization.
Revised Form I-9
On August 1, 2023, U.S. Citizenship and Immigration Services (USCIS) released a new version of Form I‑9, Employment Eligibility Verification. Employers must use Form I‑9 to verify the identity and employment authorization of their employees. The new edition is easier for employers and employees with clearer instructions and guidance.
Overview of Form I-9 changes:
- Sections 1 and 2 are consolidated to a single page.
- Form is now fillable on tablets and mobile devices.
- Lists of Acceptable Documents page is revised to include some acceptable receipts as well as guidance on automatic extensions of employment authorization documentation.
- Section 1, Preparer/Translator Certification, is moved to a standalone supplement that employers may print when required.
- Section 3, Reverification and Rehire, is moved to a standalone supplement that employers may print when required.
Department/HR Administrators may begin using the new edition starting Aug. 1, 2023. Beginning Nov. 1, 2023, only the new Form I‑9 dated ”08/01/2023” may be used. The version date can be found at the lower left corner of the form.
Expanded Verification Options
Stanford University now provides several options for departments to choose from to present to the employee for processing I-9:
- Onsite
- Paper: HR representative provides paper Form I-9 for employee to complete and employee provides documents in person.
- (NEW) Electronic: Employee complete section 1 in the Axess Employee Center system. Then HR rep completes section 2 in conjunction with an in-person verification of documents.
- The Electronic I-9 must be configured for each business unit upon request.
- Remote:
- I-9 Anywhere: Third-party service providers to verify I-9 documents
- Authorized Agent: Partner with other universities to verify
The requirement to verify documents within three business days from the date of hire means their fourth day of work, otherwise known as the "Thursday rule" meaning that if an employee starts on Monday, the employer must complete the I-9 by the end of the day on Thursday.
Learn more about the expanded options and updated processes on the Topic Overview: Verify Eligibility for Employment and Form I-9.
Exception for Returning Employees
Previously, university guidelines only allowed some level of flexibility on employment verifications to student employees.
Now, most employees who leave the university do not require a new or updated I-9 when they return to university employment if they meet all conditions in their break in service. Find details on the criteria for returning employees on the Topic Overview: Verify Eligibility for Employment and Form I-9.
Updated Resources
- For information on the verification process, see Verify Eligibility for Employment and Form I-9.
- For instructions in completing the form, see How-To: Complete Form I-9 for Employment Eligibility Verification.
- To learn the I-9 visa status of employees, see How-To: Run the I-9 Visa Status Report.
- For assistance, submit a support request to Payroll.
