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I-9 Quick Reminders

Do:

  • Use blue or black ink only, and entries may be typed where appropriate.
  • Make sure to use the correct form I-9. Forms have an expiration date found in the top right corner and a revision date in the lower right corner.
  • Send the original completed I-9 to the retaining department.
  • Include the E-verify case number at the top of the I-9.
  • Make sure the employee signs the I-9 by the first day of hire with pay.
  • Make sure that Section 2 and the E-Verify are completed no later than 3 UNCW business days after the hire date. (hire date plus 3 business days) (additional hire date information)

Do Not:

  • DO NOT use highlighter or whiteout on the form.
    • If a mistake is made, use a single line to cross out the mistake, then initial and date the correction.
  • DO NOT enter more documents than necessary on the I-9, and do not include extra copies of other documents with the I-9.
  • DO NOT complete the I-9 and E-Verify before the employee has accepted the job.

Section 1:

  • Section 1 must be completed by employee, preparer, or translator. Information entered into fields should be legible.
    • If a preparer or translator fills out section, then they should fill out the preparer or translator certification section.
  • Must be completed before any other section and before the E-Verify is initiated.
  • Must be completed by the first day of work for pay.
  • Social Security Number is required when the employer participates in E-Verify.
  • Make sure that Section 1 is completed fully and that the employee has entered their;
    • full name (Last, First, and Middle Initial [if applicable], First),
    • full address,
    • birth date and Social Security number (Since UNCW participates in E-Verify), and
    • signed and dated the form in the correct location.

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Section 2:

  • This section must be completed after section one and within three business days of the hire date.
  • The employer must show the employee the list of acceptable documents.
  • The employer may not specify which documents to present.
  • Employee may present any documentation from List A or List B and List C.
  • List A documents establish both identity and employment authorization.
  • List B documents only establishes identity. List C documents only establish employment authorization.
    • List B and C together establish both identity and employment authorization.
  • All documents presented must be unexpired.
  • Do not enter more documents than necessary on the I-9, and do not include extra copies of other documents.
  • If a list B document is presented it must contain a photo for E-Verify purposes.
  • For list A documents, enter the:
    • Document title
    • Issuing Authority
    • Document number
    • Expiration date (if any)
      • If the document is a foreign passport, enter the I-94 and I-20(F-1 students) or DS-2019(J-1 students) document numbers on the second document number line under list A. The second expiration line will be were you need to enter the the I-94 and the I-20 or the DS-2019 expiration dates.
    • For List B and C documents, enter the:
    • Document title
    • Issuing Authority
    • Document number
    • Expiration date (if any)
      • Note: List B document must contain a photo for E-Verify purposes.
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E-verify:

  • You must verify all new hires.
  • Social Security number must be filled in by employee in Section 1 of the I-9.
  • If using a List B document, the document must have a photograph.
  • Information entered into the E-verify system must come from the I-9. The I-9 must be completed before the E-Verify, and the date the employee and employer signs the I-9 cannot be after the date the E-verify was initiated on.
  • An E-Verify case must be initiated no later than the end of the third business day after the employee begins work for pay (hire date plus 3 days).
  • The hire date is the date the employee began work for pay as entered into the Section 2 Certification on Form I-9, unless the E-Verify is initiated before the hire date. If the E-Verify is initiated before the hire date then the hire date for the E-Verify will be the date the E-Verify was initiated.
  • The earliest an E-Verify case can be initiated is when the employee accepts an offer of employment and the Form I-9 is completed.

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