Online I-9 Employment Eligibility Verification
The Immigration Reform and Control Act of 1986 requires employers to verify the identity and work authorization of all individuals hired after Nov. 6, 1986, whether they are U.S. citizens or not.
Employers comply with this mandate by completing an I-9 form for all newly hired employees and rehired employees who have a break in service or break in pay of more than one year. Section 1 of the I-9 must be completed by the employee no later than the employee's first day of work. Section 2 must be completed by the employer within 3 business days of the employee's first day of work.
Below are materials to help our processors complete the I-9 form timely and accurately. If you have any questions related to I-9 completion, please contact I9@vt.edu.
I-9
The user guide is designed for you to learn at your own pace, to include visual examples of the I-9 system to give a hands on learning experience. The user guide also includes:
- Online I-9 and e-verify process
- I-9 compliance
- How to complete sections 1 and 2 of the I-9
- Acceptable documents
- Special circumstances
Please refer I-9 questions to i9@vt.edu. If immediate assistance is needed, call 540-231-9331.
How do I determine whether an I-9 is required for my employee?
Below are the steps to determine if an I-9 is required:
- Open Banner form PZII9HS for the employee
- Does the employee have an E-Verify case number?
- NO -- complete an I-9 (we want all employees to be E-Verified)
- YES -- continue with the next step
- Open Banner form PWIEMPV for the employee
- Review the job Start and End dates
- Is there a break in service or break in pay of more than one year?
- NO -- do NOT complete an I-9
- YES -- continue with the next step
- Verify that an I-9 is not already underway. If it is don't start another. If not, complete the I-9.
NOTE: Review the employee authorization documents for non-residents as they may have changed. And for wage employees, be sure that the Banner End date reflects when they actually stopped working.
When does the employee complete section 1 of the I-9?
On or before the first day of employment.
When does the employer complete section 2 of the I-9?
Within three business days of the starting work date.
Can I accept documents that have expired or are about to expire?
Documents that have expired as of the first day of work are not acceptable. Do not refuse to hire an individual because of a future expiration date though.
Are document copies acceptable?
No. Employees must present original documents. The only exception is that an employee may present a certified copy of a birth certificate.
If you need further assistance with this determination, send an email to i9@vt.edu indicating the employee's ID number and last name (or initials).
Please do not complete an I-9 unless it is needed.
- Processing a new I-9 when one is not required: The university is charged for each I-9 processed. It is very important to make sure that a new I-9 form is needed before processing.
- Unnecessary attachments: Only documents required for photo matching should be attached to the I-9. That includes the U.S. Passport or Passport Card, a Permanent Resident Card, and an Employment Authorization Card. Any other attachments can result in a penalty.
- Photo attachment is not legible: Most commonly, the attachment is much too dark to confirm the image. The attachments must be clear and legible for anyone that opens the attachment to view. Always verify legibility after attaching the scanned document. Adjust the darkness to make the image legible or rescan and attach again.
- Not using the Non-Everify location: At the beginning of fall and spring semesters, the Non-Everify location must be used when hiring a student in a non-resident alien status who has a social security number. Do not enter the 6-digit org number on the electronic I-9. Otherwise, the response from E-Verify will be a DHS tentative non-confirmation which if not resolved could result in the employee receiving a final response of not being employment authorized (according to E-Verify).
- Section 2 employment begin date does not accurately reflect the 1st day of work: The I-9 is prepopulated with the Banner hire date. If the 1st day of work is later, the section 2 date should be updated with the correct date by the I-9 processor. Email i9@vt.edu with details of the transaction. DHR team will evaluate, and if applicable, outline options for corrective action.
- Notification of a new hire after employment begin date, resulting in retroactive job begin date: Retroactive job entries will most likely result in a late I-9, particularly section 1. Notify your HR DD or HR Partner when these situations occur.
- System issues delay completion, which might not be reflective of department/unit performance, but results in non-compliance: If a packet has not been created, or a new hire is experiencing issues accessing the packet, email the HR Apps team at HRask@vt.edu. Please list New Hire Center in the subject line.
New Hire Center
Demonstration of Employee Experience in the New Hire Center
I-9 Processor New Hire Center Demonstration
My employee is unable to login into the New Hire Center and needs their password reset. How do I reset their password?
Email hrask@vt.edu with the subject line ‘New Hire Center’ notating the employee, the email they are using, and request the password to be reset.
My employee does not have a New Hire Packet created in the New Hire Center. Can one be generated for this employee?
First, confirm the New Hire Form for PageUp recruited hires has been completed and the EPAF for non PageUp hires has been approved. Confirm that an email is listed on the PWAEBIO screen if no VT email on the Banner Email Address record. If these steps have occurred, and a packet has not generated within 24 hours of the action, email hrask@vt.edu with the subject line ‘New Hire Center’ requesting the New Hire Packet. Please list the employee’s full name, VT ID # (without first two digits, if known), job, and email needed for the packet.
The New Hire Packet was sent to the wrong or inaccessible email address. Can the email be resent to the correct email address?
As an I9 Processor, you are able to update and resend the email. Search the employee in the New Hire Center and click into their Packet. Click the blue button on the right, Edit Packet, to update and correct the email address. Save and return and to main packet page. Click Resend Invitation to resend the New Hire Center email to employee.
My new international hire is unable to access the New Hire Center. How can we gain access for this employee?
With Equifax, our third-party vendor providing the New Hire Center, international access to the site is not currently allowed. The internal safety firewalls Equifax has does not allow this access.
For international employees, the best option is to have them login from a computer in the US once relocated. If they want to complete their forms before being in the US, (they should not be working until they reside in the US), the employee will need a VPN access through Virginia Tech internet to gain access to Equifax (requested and provided to the employee through the Department that is hiring the position).
My employee needs an I-9 Anywhere Packet instead of an on-site completion I-9.
Email hrask@vt.edu with the subject line "New Hire Center" requesting a new I-9 Anywhere New Hire Packet for the employee, notating their name and why they are not able to complete the packet on campus.
The tax forms are the wrong state for our employee. How do we get the correct Tax forms for our employee?
Have the employee email hrask@vt.edu with the subject line "New Hire Center" requesting assistance to unlock the Personal Information section for editing. The tax forms are based on the work state or permanent home address entered in their New Hire Packet.
The employee is having problems completing their documents in the New Hire Center?
Have the employee email hrask@vt.edu with the subject line "New Hire Center" requesting assistance for their documents in their New Hire Packet listing what documents they are having issues with.
The employee finished their packet and now can’t log back in to the New Hire Center check their documents?
Once the required documents are complete, the employee no longer has access to the Equifax system. The documents can be verified when section 2 is completed with the employee and updates to tax and other forms can be made by the employee directly in HokeTeam after the position is started.
The employee’s birthdate is not correct in Banner, will this impact their ability to log in to the New Hire packet?
Yes, if the birthdate is wrong, the employee will not be able to complete the initial log in. The birthdate should be corrected in the New Hire packet and in Banner.