I-9 Training & Instructions

Federal Law requires employers to complete the Form I-9 for all employees to verify their identity and work eligibility within the United States. In compliance with the law, Section 1 must be completed no later than the employee's first day of work for pay. Section 2 must be completed within three business days of the date employment begins (unless the employee is hired for three days or less, in which case Section 2 must be completed on the employee's first day of work for pay).

Electronic I-9 (Tracker)

Tracker User Manual

USCIS I-9 Central

I-9 Training Resources

Completing the Electronic Form I-9

Section 1- Employee Information and Attestation (Completed by Employee)

Section 1 must be completed and signed no later than the employee's first day of employment. Please note that only the employee may fill out or make changes to Section 1. If the employee requires assistance, they may receive help from a preparer or translator.

Section 1 Amendments must be completed by the employee to correct errors found in their Form I-9. 

USCIS- Completing Section 1 Guide
Tracker- Section 1 Guide
Tracker- Section 1 Amendment Guide

Section 2- Employer Review and Attestation (Completed by Employer)

Section 2 must be completed and signed by an I-9 Manager, or authorized representative, within 3 days of the employee's date of hire. If the job lasts less than 3 days, then Section 2 must be completed no later than the first day of work. Employees must present unexpired original documentation that verifies their identity and employment authorization.

Section 2 Amendments must be completed by the I-9 Manager to correct errors found in the Form I-9.

USCIS- Completing Section 2 Guide
Tracker- Section 2 Guide
I-9 Acceptable Documents
USCIS- Form I-9 Acceptable Documents Guide
Tracker- Section 2 Amendment Guide

Section 3- Reverifications and Rehires

Section 3 Reverifications must be completed when an employee's work authorization documentation is expiring in order for the employee to continue employment.

Section 3 Rehires should be done if an employee is being rehired (after a break of employment) within 3 years from the date the Form I-9 was originally completed.

USCIS- Reverification and Rehires Guide
Tracker- Section 3 Wizard Guide

E-Verify

E-Verify is a system that allows employers to confirm the eligibility of their employees to work in the United States. Once I-9s are completed in Tracker, they are automatically submitted to E-Verify for processing. If any errors are found or if E-Verify requires any actions, I-9 Managers should act quickly to address the issues.

Tracker- E-Verify Actions Guide
E-Verify Verification Process Guide

Need Additional Help?
Please send questions about the form I-9 to hr@usu.edu or contact the HR Solutions Center by calling (435) 797-0122.


Remote I-9s

When a USU employee is unable to meet with their Business Services representative to complete the federally mandated form I-9, the Business Service representative can initiate a remote I-9.

You may contact HR by calling 435-797-0122 or sending an email to hr@usu.edu to get a list of approved Institutions to act as a USU Representative for section 2. Please provide a zip code where the employee is located.

  1. The newly hired employee notifies Business Services that they cannot meet in-person to complete their I-9 within the federally mandated timeline.
  2. Business Services and the newly hired employee will work together to find an authorized representative. It is recommended to reach out to the proposed individual prior to setting them up as an authorized representative so they can expect the emails from Tracker (USU’s I-9 System).
    • A professional representative is preferred, such as an HR representative from another institution or a notary.
    • An adult (18+) friend or family member may be used as a last resort.
  3. Business Services will then set up a new Form I-9 in Tracker by selecting "Employer Appoint" under Remote, when setting up the I-9 Workflow. Tracker will then require the following information:
    • The employee's start date and email address.
    • The authorized representative's first and last name, email address, and title (automatically defaulted to USU Representative).
  4. Tracker will then send the new employee an email for Section 1 and the email to the authorized representative for Section 2. Please note: The employee must complete Section 1 before Section 2 can be accessed.
  5. The authorized representative will then complete Section 2 and upload pictures of the documents using a mobile device. If they are not able to upload the documents to Tracker, they can fax or use a secured Box file to send the pictures. Business Services can then attach the documents to Section 2.
  6. Business Services is then responsible for verifying the information entered into Section 1 and Section 2 of the I-9. If anything needs correcting, initiate the necessary amendments. Please note: Section 1 amendments must be completed by the employee. Section 2 amendments are completed by Business Services.
  7. Once the I-9 has been verified, Business Services will click the "Accept Form I-9" button. Tracker will then automatically send the I-9 to E-Verify.

 


I-9 Resources