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. Our systems, policies and procedures are designed to support and facilitate compliance. Read Policy: Employment Eligibility Verification for I-9 Compliance.
The following are the current options for processing the Form I-9:
- Onsite I-9 Verification: HR Representative provides employee with I-9 on or before first day of work to be completed by an in-person verification.
- Remote I-9 Verification
- 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 our local partner universities or colleges.
Find more information about these options below.
It is required that:
- Employees complete Section 1 of the Form I-9 on the first day of work
- Department / HR administrators verify all employees' employment eligibility, including employees returning to Stanford after a break in service, within three business days from the employees' first day of work
On or before the first day of work
- Provide employees with Form I-9 (Employment Eligibility Verification) and instructions and communicate deadlines.
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 more information.
- Identify documents establishing your eligibility to work in the U.S. to present to your department/HR administrator:
- Review Lists of Acceptable Documents on Page 4 of the Form I-9 when viewed online, or Page 3 when printed.
- Identify one document from List A or identify one document each from List B AND List C that you possess and can show to your department/HR administrator.
- Give the completed Form I-9 to your department/HR administrator. Refer to Resource: Examples of Completed Form I-9 for more information.
Within three business days from employee's first day of work
Employees
- Present original document(s) to your department/HR administrator.
Your department/HR administrator will return the original document(s) to you 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, ensuring the employee photo is clear.
- Return the original documents to the employee.
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 details.
- Refer to Resource: Examples of Completed Form I-9 for more information.
- Submit completed Form I-9 and document copies to Payroll.
Do not retain photocopies of I-9 documents (highly confidential material)
- Monitor Employment Eligibility:
- Periodically run I-9 Visa Status Report to ensure compliance within the department(s), to track non-compliant issues, and to foresee soon to be expired issues. Refer to How to: Run I-9 Visa Status Report for details.
- Terminate employee record, or notify HR once the employee has left the position.
- Review incoming Form I-9s and documentation and attached documentation for accuracy.
- Contact 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.
I-9 Anywhere
This option is a service that enables new hires and existing employees who need to complete/reverify their I-9 document to visit a network of commercial verifiers located throughout the U.S. for full completion of the I-9 document. I-9 Anywhere charges a fee of $95 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 Bay Area hires. Any no show or appointment cancellation less than 24 hours before the scheduled time will be subject to the fee.
In order for the employee to schedule an I-9 Anywhere appointment,
- Departmental HR administrators should submit a request via Request I-9 Anywhere service.
- Employees need to consult their departmental HR administrators before utilizing the I-9 Anywhere service.
- Payroll will then contact the HR administrator with further instructions.
- The link will be emailed to the employee to schedule an I-9 Anywhere appointment. A copy will also be emailed to the HR Representative.
- Once the I-9 form has been completed, an email will be sent to confirm I-9 has been received.
- Upon review, if there are any subsequent questions with the I-9, Payroll will contact the HR Representative.
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.
- 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.
- Remote agent forwards completed I-9 form with document copies to Stanford University Payroll.
Continuing Stanford employees with expiring supporting documents must be re-verified by the department/HR administrator or the Student Services Center when 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.
Before current documents expire
- Present new supporting documents to your department/HR administrators to re-verify your employment eligibility.
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, ensuring the employee photo is clear.
- Return the original documents to the employee.
Before current documents expire
- Complete Section 3 of the Form I-9. Refer to How To: Complete Form I-9 for details.
- Submit completed Form I-9 and document copies to Payroll. Refer to Resource: Examples of Updated Form I-9 for more information.
Do not retain photocopies of I-9 documents (highly confidential material).
- Monitor Employment Eligibility
- Periodically run the I-9 Visa Status Report to ensure compliance within the department(s), to track non-compliant issues, and to foresee soon-to-be-expired issues. Refer to How to: Run I-9 Visa Status Report for more information.
- Terminate employee record or notify HR once the employee has left the position.
- Review incoming Form I-9s and documentation and attached documentation for accuracy.
- Contact 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.
