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.
  • Section 3 of the Form I-9 is to update employment eligibility for continuing employees with updated work authorization documents. 

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 (I-9).

  1. Print your legal name as printed on your Social Security card
  2. Fill in your personal information:
    • Address (city, state, zip code)
    • Maiden name, if any
    • Date of birth
    • Social Security #

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

  1. Read the I am aware of... 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.

  1. Sign your name
  2. Date the form
  3. Select the box for I did not use a preparer or translator, if you completed the form
    • If someone else completed the form on your behalf, select the A preparer or translator assisted... and complete the fields below

  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 (I-9).

  1. Write the employee's 8-digit Stanford ID number at the top of the Form I-9 pages
  2. Enter the employee's person information
    • Last name
    • First name
    • Middle initial
    • Citizenship/immigration status

      The citizenship/immigration status must be the number (1, 2, 3 or 4) corresponding with the employee's attestation in Section 1.

  1. Enter document information for each document presented:
    • Document title
    • Issuing authority
    • Document #
    • Document expiration date (if any)

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

  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).

What Happens Next?

Complete Section 3 of Form I-9

Department/HR administrators or Payroll complete Section 3 of the Form-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 Section 3.

For an overview of the process, refer to Topic Overview:  Verify Eligibility for Employment (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
  3. Enter the employee's citizenship/immigration status at the top of Section 2

    Refer to I-9 page 1 to select an appropriate number, 1-4.

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

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

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

  1. Submit completed Form I-9 (Section 3 only) and document copies to Payroll if the Form is filled by Department/HR Administrators

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

Last Updated: Oct 17, 2022
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