format_list_bulleted Topic Overview

Verify Eligibility for Employment and Form I-9

To comply with U.S. law, Stanford must verify eligibility for employment for all new employees within three days of hire by collecting a Form I-9 and reviewing original documents establishing the employee's eligibility to work in the U.S. The employee, the hiring department, and Payroll all have roles and responsibilities in the I-9 collection process. The consequences for not completing the I-9 correctly, or within the required timelines, can be significant. Stanford is committed to complying with Federal I-9 regulations. The systems, policies, and procedures are designed to support and facilitate compliance.  Read Policy: Employment Eligibility Verification and I-9 Compliance.

To learn about recent changes to the federal Form I-9, see the news page Updated Employment Verification Process and Form I-9.

The following are the options for processing the Form I-9:

  • Onsite options
    • Onsite Paper I-9 Verification: The employee's department's HR representative will provide the employee with their Form I-9 on or before their first day of work to be completed by an in-person verification.
    • Onsite Electronic I-9 Verification: An employee will complete Section 1 online in Axess Employee Center. The employee’s department’s HR representative will complete Section 2 in Axess in conjunction with an in-person verification of documents and final review by Payroll completed in Axess as well.
  • Remote options
    • I-9 Anywhere: I-9 Anywhere is a service that enables 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. 
    • Authorized Agent: Complete the I-9 with a local partner university or college.

Find more information about these options below.

It is required that:

  • Employee completes Section 1 of the paper Form I-9 on the first day of work.
  • Department/HR administrators must verify an employee's employment eligibility within three business days from the employee’s first day of work.

Provide Form I-9, instructions, and deadlines to employees

On or before the first day of work:

Complete Section 1 of Form I-9

By the end of the first day of work:

  • Complete Section 1 of Form I-9. Refer to How To: Complete Form I-9 for Employment Eligibility Verification for more information.
  • Identify documents establishing an employee's eligibility to work in the U.S. to present to their department/HR administrator:
    • Review Lists of Acceptable Documents on page 2 of the Form I-9 when viewed online or page 2 when printed.
    • Identify one or more documents from List A or identify one document each from List B AND List C that the employee possesses and can show to the employee's department/HR administrator.
  • Give the completed Form I-9 to your department/HR administrator. Refer to Resource: Examples of Completed Form I-9 for Stanford for more information.

Verify documents presented by employees

Within three business days from the employee's first day of work:

Employees

  • Present the original document(s) to your department/HR administrator.

    The employee's department/HR administrator will return the original document(s) to the employee after copies are made.

Department/HR administrators

  • Collect the Form I-9 and original supporting document(s) from the employee.
  • Review Section 1 of the Form I-9 for completeness. Refer to How To: Verify Completed Form I-9 and Original Documents for more information. 
  • Make legible copies of the documents presented and ensure the employee's photo is clear.
  • Return the original documents to the employee.

Complete Section 2 of Form I-9

Within three business days from the start of employment:

  • Complete Section 2 of Form I-9. Refer to How To: Complete Form I-9 for Employment Eligibility Verification for details.
  • Refer to Resource: Examples of Completed Form I-9 for more information.
  • Submit completed paper Form I-9 and copies of the documents to Payroll by either:
    • Sending to paper forms to Payroll via inter-campus mail, MC 8838
    • Dropping paper forms in an envelope in the secure drop boxes located at:
      • Tresidder Union - Located on the parking lot level between Tresidder and the Faculty Club
      • ​​​​​​​​​​​​​​Redwood City - Located in the main lobby at University Hall
    • Mailing to Payroll: 485 Broadway Street, University Hall, Floor 2, Redwood City, CA 94063-3136, United States

  • Do not retain photocopies of I-9 documents.

  • Monitor employment eligibility:
    • Periodically run the I-9 Visa Status Report to ensure compliance within the department(s) to track non-compliant issues and foresee soon-to-be expired issues. Refer to How to: Run I-9 Visa Status Report for details.
    • Terminate the employee record or notify HR once the employee has left the position.

Review and retain records
  • Review incoming Form I-9s and documentation and attached documentation for accuracy.
  • Contact the department/HR administrator if documentation is missing or if the form is incomplete.
  • Enter the I-9 data into PeopleSoft.
  • Retain Form I-9 and attached copies for recordkeeping.
  • Generate I-9 compliance reports and follow up individually on all outstanding issues to ensure compliance.

It is required that:

  • Employee completes Section 1 of the Form I-9 on the first day of work.
  • Department / HR administrators must verify all employees' employment eligibility, within three business days from the employee’s first day of work.

Provide Form I-9, instructions, and deadlines to employees

On or before the first day of work:

Complete Section 1 of Form I-9

By the end of the first day of work:

  • Complete Section 1 of Form I-9. Refer to How To: Complete Form I-9 for Employment Eligibility Verification for more information.
  • Identify documents establishing the employee’s eligibility to work in the U.S. to present to their department/HR administrator:
    • Review Lists of Acceptable Documents on page 2 of the Form I-9 when viewed online.
    • Identify one or more documents from List A or identify one document each from List B AND List C that the employee possesses and can show to their department/HR administrator.
  • Notify the employee’s department/HR administrator after submitting the electronic Form I-9 online in Axess Employee Center. Refer to Resource: Examples of Completed Form I-9 for Stanford for more information.

Verify documents presented by employees

Within three business days from the employee's first day of work:

Employees

  • Present original document(s) to the employee's department/HR administrator.

    The employee's department/HR administrator will return the original document(s) to them after copies are made.

Department/HR administrators

  • When the employee has completed an electronic I-9 Section 1, retrieve it in Axess HR Admin.
  • Review Section 1 of the Form I-9 for completeness. Refer to How To: Verify Completed Form I-9 and Original Documents for more information. 
  • Make legible copies of the documents presented, and ensure the employee’s photo is clear. When administering an electronic I-9, take legible PDF scans of the documents presented and upload to electronic I-9 Section 2 in Axess.
  • Return the original documents to the employee.

Complete Section 2 of Form I-9

Within three business days from the start of employment:

  • Complete Section 2 of Form I-9. Refer to How To: Complete Form I-9 for Employment Eligibility Verification for details.
  • Refer to Resource: Examples of Completed Form I-9 for Stanford for more information.
  • Submit completed Form I-9 and copies of the documents to Section 2 in Axess.

    Do not retain photocopies of I-9 documents.

  • Monitor employment eligibility:
    • Periodically run the I-9 Visa Status report to ensure compliance within the department(s), to track non-compliant issues and foresee soon to be expired issues. Refer to How to: Run I-9 Visa Status Report for details.
    • Periodically run the Electronic I-9 Detail report to track electronic I-9s submitted by employees and returned for correction by Payroll.
    • Terminate the employee record, or notify HR once the employee has left the position.

Review and retain records
  • Review incoming Form I-9s and documentation and attached documentation for accuracy.
  • Contact the department/HR administrator if documentation is missing or if the form is incomplete.
  • Approve the I-9 in Axess which will automatically populate the I-9 data in PeopleSoft.
  • Retain Form I-9 and attached copies for recordkeeping.
  • Review and approve or return electronic Form I-9s in Axess HR Admin.
  • Generate I-9 compliance reports and follow up individually on all outstanding issues to ensure compliance.

I-9 Anywhere

This option is a service that enables new hires and existing employees to complete/reverify their I-9 document with a network of commercial verifiers located throughout the U.S. I-9 Anywhere charges a nominal fee per appointment which will be charged to the employee’s department. I-9 Anywhere is primarily intended as a service offering for employees who will be working remotely outside of the Bay Area but can be utilized as needed for local hires. Any no show or appointment cancellation less than 24 hours before the scheduled time will still be subject to the same fee. The current fee is $80, increasing to $85 later in 2023.

In order for the employee to schedule an I-9 Anywhere appointment:

  • Departmental HR administrators should submit a request via the I-9 Anywhere Request Form.
  • Employees need to consult their departmental HR administrators before utilizing the I-9 Anywhere service.
  • The link will be emailed to the employee to schedule an I-9 Anywhere appointment. A copy will also be emailed to the HR administrator. 
  • Once the I-9 form has been completed, an email will be sent to the HR administrator to confirm the form has been received. 
  • Upon review, Payroll will contact the HR administrator if there are any subsequent questions with the I-9.
Authorized Agent

This option is another method for remote I-9 verification, in which a university or college partnered with Stanford assists with processing the I-9 for remote employees. 

In order for the employee to complete the I-9 with an authorized agent in their area:

  • An employee can connect with a local university or college and work with the institution’s HR or Payroll department to verify employment eligibility based on I-9 requirements. 
  • The local department HR representative should provide the Remote Employee I-9 and Remote Agent Instruction Sheet with the first three lines completed.
  • The instructions are given to the remote agent to verify employment documents. 
  • The remote agent  and/or employee will fax and mail  the completed I-9 form with document copies to the Stanford Payroll department.

    Continuing Stanford employees with expiring supporting documents must be re-verified by the department/HR administrator once new documents are received and before the existing documents expire.

    For information on obtaining work authorization for employees, please visit the Bechtel International Center website.

    Present new supporting documents

    Before current documents expire

    • Present new supporting documents to your department/HR administrators to re-verify your employment eligibility.

    Verify the employee's new documents

    Before current documents expire

    • Collect original supporting document(s) from the employee.
    • Verify original document(s) establishing the employee's eligibility to work in the U.S. Refer to How To: Verify Completed Form I-9 and Original Documents for more information.
    • Make legible copies of the documents presented and ensure the employee's photo is clear.
    • Return the original documents to the employee.

    Complete Section 3 of Form I-9

    Before current documents expire

    Review and retain records
    • Review incoming Form I-9, documentation, and attached documentation for accuracy.
    • Contact the department/HR administrator if documentation is missing or the form is incomplete.
    • Enter the I-9 data into PeopleSoft.
    • Retain Form I-9 and attached copies for recordkeeping.
    • Generate I-9 compliance reports and follow up individually on all outstanding issues to ensure compliance.

     Employees who leave the university require a new or updated I-9 when they return to university employment. In limited situations, the employee’s previous Form I-9 is acceptable and no action is required by the employee or student worker. The U.S. Citizenship and Immigration Service sets strict guidelines for when a break in service can be defined as a continuation of the person’s previous employment. Employers can use the previous I-9 only if the break in service (interruption in employment) meets all of the following conditions: 

    • The employee is an instructional staff or faculty member, student, or seasonal*/temporary/casual employee returning to the same job (same position and/or job code) and the same department, and
    • At the time of separation, the employee was expected to resume employment within a reasonable time in the future, and
    • The break in employment was less than one year, and
    • The employee’s employment authorization documents have not expired.

    *Seasonal means that employment is tied to a certain time of year by an event or pattern.

      Last Updated: Oct 5, 2023
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