On March 19, the Department of Homeland Security (DHS) announced interim Form I-9 procedures to defer the physical presence requirement as an accommodation to employers complying with state shelter-in-place requirements. Please visit the Interim I-9 page to learn more. At this time, the interim I-9 procedures are valid through November 19, 2020 or until further notice from DHS.

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: Rules and Regulations for I-9 Compliance.

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
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 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.
Verify Documents Presented by Employees

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.
Complete Section 2 of Form I-9

Within three business days from the start of employment

Review and Retain Records
  • 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.

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.

If you are looking for how to obtain work authorization for your 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 Employees' 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, ensuring the employee photo is clear.
  • Return the original documents to the employee.
Complete Section 3 of Form I-9

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 and Retain Records
  • 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.

Questions?

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