linear_scale How To

Complete Form I-9 for Employment Eligibility Verification

This how-to assists employees and department/HR administrators in completing the Form I-9 to verify employment eligibility.

  • Section 1 and Section 2 of the Form I-9 is used to verify the employment eligibility of new hires and returning employees. Employees complete Section 1 and department/HR administrators complete Section 2.
  • Supplement A. Preparer and/or Translator Certification for Section 1 is used if employee uses a preparer or translator for assistance with completion of the form.
  • Supplement B. Reverification and Rehire (formerly Section 3) is used specifically for reverification and rehires.

Complete Section 1 of Form I-9

New hires or returning employees complete Section 1 of the Form-9. Print or Download Form I-9 and follow the instructions below to complete Section 1.

For an overview of the process, refer to Topic Overview:  Verify Eligibility for Employment and Form I-9.

  1. Print your legal name as printed on your Social Security card or passport
  2. Fill in your personal information:
    • Add Name (last, first, middle)
    • Address (city, state, zip code)
    • Date of birth
    • Social Security #

    Refer to Social Security Numbers in Resource: I-9 Compliance Frequently Asked Questions.

  1. Read the "I am aware that federal law provides for imprisonment...." statement
  2. Select your citizenship status in the U.S.

    Noncitizen nationals of the United States are persons born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad.

    You must include the Alien # or Admission # indicated on your card if you have selected A lawful permanent resident or An alien authorized to work.

  3. If you check Item Number 4, enter one of the following: 
    1. Alien Registration Number (A-Number)/USCIS Number;
    2. Form I-94 Admission Number; or
    3. Foreign Passport Number and the Country of Issuance

  1. Sign your name
  2. Date the form
  3. Fill out Supplement A on p.3 if you use a preparer or translator

If you use a preparer or translator, please make sure Supplement A on pg.3 is completed by the preparer or translator

 

  1. Refer to Resource: Examples of Completed Form I-9
  2. Print or save the completed form
What Happens Next?
  • Identify documents establishing your eligibility to work in the U.S. to present to your department/HR administrator.
  • Give the completed Form I-9 to your department/HR administrator.

Complete Section 2 of Form I-9

Department/HR administrators complete Section 2 of the Form-9 for new hires or returning employees. Print or download Form I-9 and follow the instructions below to complete Section 2.

For an overview of the process, refer to Topic Overview: Verify Eligibility for Employment and Form I-9.

  1. Write the employee's 8-digit Stanford ID number at the top of the Form I-9 
  2. Enter document information for each document presented:
    • Document title
    • Issuing authority
    • Document #
    • Document expiration date (if any)

Certify the Form I-9 as a Representative of Stanford

  1. Read the certification
  2. Print the month/day/year that the employee started employment with Stanford
  3. Print your name and title
  4. Print your organization name
  5. Print your organization address

  1. Submit completed Form I-9 (Section 1 and Section 2) and document copies to Payroll

    Do not retain photocopies of I-9 documents (highly confidential material).

 Methods to submit Form I-9 to Payroll:

  • Utilize OpenText Payroll Dropbox to submit completed paper forms in PDF format to Payroll
  • Send paper forms to Payroll via inter-campus mail, MC 8838 
  • Drop completed I-9 to secure drop boxes located at::
    • Tresidder Union: Located on the parking lot level between Tresidder and the Faculty Club
    • Redwood City: Located in main lobby at University Hall

 

What Happens Next?

How To Complete Supplement B of Form I-9

Department/HR administrators complete-Supplement B  of the Form I-9  to update eligibility for continuing employees with updated work authorization documents. Print or download Form I-9 and follow the instructions below to complete Supplement B (formerly Section 3).

For an overview of the process, refer to Topic Overview:  Verify Eligibility for Employment and Form I-9.

  1. Write the employee's 8-digit Stanford ID number at the top of the Form I-9 pages
  2. Print the employee's full legal name

  1. Enter the following information for each document presented
    • Document title
    • Document #
    • Expiration date (if any)

  1. Read the certification
  2. Print your name
  3. Sign your name
  4. Date the form

  1. Verify completeness by referring to Resource: Examples of Updated Form I-9 for Stanford
  2. Print or save the completed form

  1. Submit completed Form I-9 (Supplement B only) and document copies to Payroll if the Form is filled out by Department/HR Administrators

    Do not retain photocopies of I-9 documents (highly confidential material).

 Methods to submit Form I-9 to Payroll:

  • Utilize OpenText Payroll Dropbox to submit completed paper forms in PDF format to Payroll
  • Send paper forms to Payroll via inter-campus mail, MC 8838 
  • Drop completed I-9 to secure drop boxes located at::
    • Tresidder Union: Located on the parking lot level between Tresidder and the Faculty Club
    • Redwood City: Located in main lobby at University Hall

 

Last Updated: Aug 18, 2023