The University of Texas at Dallas

Human Resources Management

Office of Business Affairs

Form I-9 Requirement

All employees, citizens and non-citizens, hired after Nov. 6, 1986 must complete Section 1 and provide acceptable documents that establish identity and work eligibility. Designated employees within an administrative unit are authorized to sign and complete Section 2 on behalf of the University.

Form I-9 Procedure

Prior to the first day of employment, or, on the first day of employment:

1. Employees must complete all of Section 1. The box attesting to status must be checked. If box 2 or 3 is checked, then the corresponding blank must be completed.
2. Employees must then choose one document from List A. Or, one document from List B and one document from List C. See page 3 of the Form I-9 for a list of acceptable documents.
3. Original documents that establish identity and work eligibility must be presented to an authorized employee in the department. Documents must be presented within 3 days of the first date of employment. Never fill in information in all three “List” Sections i.e. List A, List B, and List C. See #2 above.
4. Using the documents as reference, an authorized employee within the Admin Unit completes Section 2 documentation and Section 2 signature area.

Off-Site Eligibility Verification

Are you hiring an employee who will work off-site and is not able to present you I-9 documentation? Occasionally, an employee will work out-of-town, out-of-State or even out of the country. As we offer more on-line classes and partner with other research institutions, we encounter this more frequently. Should you run into this situation, HRM can work with you to authorize a qualified person who will act as our I-9 agent. The qualified person might be someone at the new employee’s home institution, or a staff member in an international office. The hiring unit should contact Martha McMullen or Jay Manikandan.

Rehire Verification

Since an I-9 is generally valid for 3 years, rehires may have a valid I-9 on file. Check with Martha McMullen or Jay Manikandan. Or, you may complete a new I-9.

Training

Authorized employees must complete the WebCT I-9 Training Post module. If your department would like you to take the training, contact Martha McMullen.