How to complete the I-9 form | Human Resource Services | University of Missouri
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How to complete the I-9 form

The University of Missouri is required by state law to participate in the federal E-Verify program for all new hires.  Give the I-9 Form to the employee on or before the first day of employment, but not before the job offer has been accepted.  Note: Within three business days of the first day of employment, the employee must provide original documentation establishing the employee’s identity and demonstrating that he or she is authorized to work in the United States.  The employer has up to three business days from the employment begin date to complete Section 2. Contact your HRS representative for more information. 

Fines

Non-compliance may result in fines assessed directly to the department in which the error occurred. 

Section 1 – Employee Information and Attestation

The employee is responsible for fully completing Section 1 of the I-9 on or before the first day of employment, but after the job has been accepted.  The employer should not complete any portion of this section, and any changes/corrections to this section should be made only by the employee then initialed and dated.  The employer is responsible for reviewing and ensuring that the employee fully and properly completes Section 1.  The employee must have access to all the instruction pages associated with the I-9 (pages 1-6) as well as the list of acceptable documents (page 9).

This section includes the following basic personal information:

  • Name (Last, First, Middle Initial)
  • Other Names Used (if any) – this refers to legal names
    • If no other names used, write N/A in the field
    • Address (Street name and number)
      • No PO Boxes
      • City, State, Zip Code
      • Date of Birth (MM/DD/YYYY)
      • U.S. Social Security Number
      • Email Address
        • Optional – if employee chooses not to provide, he/she should write N/A in the field
        • Phone Number
          • Optional – if employee chooses not to provide, he/she should write N/A in the field
          • Appropriate citizenship box checked
            • If the employee is a US Citizen, either native or naturalized, he/she should select the box next to “A citizen of the United States”
            • If the employee is a noncitizen national of the United States, he/she should select the box next to “A noncitizen national of the United States”(see instructions for a definition of this status or contact HRS)
            • If the employee is a lawful permanent resident, he/she should select the box next to “A lawful permanent resident” then enter the Alien Registration Number/USCIS number.
              • An alien registration “A” number or USCIS number is the registration number given to all permanent residents by the DHS.  It is a filing number from the DHS that is assigned when an application for permanent residency is made.  The alien registration/USCIS number is found on the green card or contained in the I-551 stamp on the passport.
  • If the employee is not a lawful permanent resident, but is authorized to work in the United States, he/she should select the box next to “An alien authorized to work”.
    • The expiration date of work authorization should be indicated.
    • Provide either the Alien Registration Number/USCIS Number OR the I-94 Admission Number.
    • If the I-94 Admission Number is provided, and the number was received in connection with the employee’s arrival in the United States, the foreign passport number and country of issuance needs to be provided.
    • Employee must sign and date the form.

Common errors that result in fines

  • Missing or incomplete information and/or signatures – avoid blanks
  • Date employee signed was not on or before the first day of employment
  • Employee neglected to check a citizenship box or neglected to complete all information regarding citizenship status

Section 2 - Employer or Authorized Representative Review and Verification

The employee is required to present original document(s) that establish identity and employment eligibility within 3 business days of the first day of employment.  Acceptable documents that establish this are listed below and on page 9 of the I-9 Form.  During this process, you may not require or state which documents are to be presented.  In addition, you may not ask for evidence of continuing employment authorization.

A representative of the employer is responsible for physically examining the original document(s) and accurately completing Section 2 of the I-9 Form in a timely manner.  The new employee should not complete any portion of this section.

Completing Section 2

  • For each document presented for verification (List A OR  List B and C), complete
    • Document Title
    • Issuing Authority
    • Document Number
    • Expiration Date (if any)
    • Enter the employee’s first day of employment
    • Sign the form
    • Enter the date you reviewed the original document(s)
    • Print your title
    • Print your name (Last Name, First Name)
    • Employer’s business or organization name
    • Employer’s business or organization address, city, state, zip code
      • Mailing address
      • No PO Boxes

Common errors that result in fines

  • Missing or incomplete document information
  • Documents accepted were not valid documents on List A, B, or C
  • Employer attached copies of documents not used to complete the form (document abuse)
  • First day of employment missing
  • Employer verified document(s) more than 3 business days after first day of employment
  • Acceptable document listed under the wrong list (ex. List C document, social security card, listed under List A on I-9 form)
  • Document information not recorded in the required sequence for each document
    • Document title
    • Issuing authority
    • Document number
    • Expiration date (if any)
    • Signature of employer representative missing or incomplete
    • Employer representative title missing or incomplete
    • Business or organization and address (city, state, zip) is incomplete

Important: If the I-9 form is returned to the department for correction(s) to Section 2, only the person who completed and signed Section 2 can make the corrections/updates needed then initial and date the form.  If the person who completed and signed Section 2 is no longer with the department, corrections should not be made to the I-9.  The employer must document the reason the correction(s) could not be made by attaching a memo to the original I-9 form.

How to properly make corrections to the I-9

  • DO draw a THIN line through the error
  • DO initial & date each correction
  • DO NOT use white out
  • DO NOT mark out the error completely
  • Be sure that the original error is still visible in addition to the correction.  For audit purposes, the original error must be visible. This is why only a THIN line should be drawn through the error as opposed to marking it out completely or whiting it out.

Important Note

A.     If the employee is unavailable to make corrections

If the employee has terminated his or her employment with the University or is no longer employed by your department, please attach a memo on department letterhead documenting that the employee is no longer employed with your department.

Sample Note:

May 1, 2013
Employee John Jones, EmplID 12345678, is no longer employed with our department as of 4/15/2013, so he is not available to make corrections to the I-9.
Jane Smith
Administrative Assistant
Human Resource Services

 

B.      If the person who originally completed section 2 is unavailable to make corrections

 If the person who originally completed/signed section 2 of the I-9 form is unavailable to make the corrections to the I-9, for example, the person has terminated his or her employment with the University or if the employee has transferred to another department, do not make the changes. The person who reviewed the original documents and completed section 2 must make the necessary corrections.  Please attach a note documenting the reason the corrections cannot be made.

 Sample Note:

May 1, 2013
Employee: John Jones, EmplID 12345678
Sarah Jones is no longer employed by the department of Human Resource Services, therefore corrections to Section 2 of the I-9 cannot be made.
Jane Smith
Administrative Assistant
Human Resource Services

Acceptable documents for employment eligibility verification

 List A – Identity and Employment Eligibility

         Refer to page nine (9) of the I-9 Form to review the list of acceptable documents for List A
         Note: Documents cannot be expired

Note: A visa is not a List A document.  The visa and the passport serve two distinct purposes.  The visa is a document showing permission for entry to the United States.  There are 22 different nonimmigrant visa categories, not all of which would be used for employment purposes.  The passport is a formal document issued by an authorized official of a country to one of its citizens to allow for exit from and reentry into the country.  The unexpired foreign passport is an acceptable List A document.

Documentation accepted in addition to unexpired passport and I-94 combination

In many cases the I-94 Arrival/Departure Record will not state an employment eligibility date, but will indicate the employee’s status (e.g. F-1 Nonimmigrant Student) and “D/S” which stands for Duration of Status.   In this case the employer should explain to the employee that the unexpired foreign passport with the I-94 combination is not acceptable without an additional document indicating the employee’s employment authorization date.

Examples of additional documents that evidence employment eligibility in conjunction with I-94

  • Form I-20: This form is given to foreign students in the F-1 nonimmigrant category.  This form is authorized by the DHS and is issued by the International Center.
  • Form DS-2019 (formerly IAP-66): This form is given to some exchange visitors in J-1 nonimmigrant category.  This form is authorized by the US Department of State and is issued by the International Center
  • An I-94, if presented with either of the above documents, may also establish employment eligibility, List C.  This combination in conjunction with a List B, identity document, will meet the requirements of Form I-9.

List B – Identity Only

Refer to page nine (9) of the I-9 Form to review the list of acceptable documents for List B
Note: Documents cannot be expired

 *As a participant in the E-Verify program, all List B documents must contain a photograph   to be used on the I-9.

Special Circumstances
Minors under the age of 18 who are unable to produce one of the identity documents listed above are exempt from producing one of the enumerated identity documents if:

  • The minor’s parent and/or legal guardian completed Form I-9 Section 1 “Employee Information and Attestation” and in the space for the minor’s signature, the parent or legal guardian writes the words, “Individual under age 18”
  • The minor’s parent or legal guardian completes Form I-9 the “Preparer/Translator Certification”
  • The employer writes in Section 2 “Employer or Authorized Representative Review and Verification” under list B in the Document Title space the words “Individual under age 18”.

 **These same special procedures can be used for individuals with special needs, who are unable to produce one of the acceptable identity documents.  The only difference would be where “Individual under age 18” is entered “Special Placement” should be written instead.

List C: Employment Eligibility Only

Refer to page nine (9) of the I-9 Form to review the list of acceptable documents for List C
Note: Documents cannot be expired

Receipt Rules
An employer must accept a receipt in lieu of the required document unless the individual is employed less than three business days.

 A receipt for application for a replacement document is acceptable if:

  1. The individual is unable to provide the required document within the time specified because the document was lost, damaged, or stolen
  2. The individual presents a receipt for the application for the replacement document within three business days of the first day of employment
  3. Presents a replacement document within 90 days of hire or, in the case of reverification, the date the employment authorization expires

 A person may present a receipt showing application for a replacement document.  An application for initial work authorization or an extension of expiring work authorization is not acceptable.  After 90 days, the person must present the actual document. 

The most common receipt presented is a receipt for a replacement social security card.  If the employee presents a receipt for a replacement social security card for List C documentation, a case cannot be created in E-Verify until the actual card is received.  In this case, the E-Verify Exception Process must be followed. 

 

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Published by Human Resource Services, 1095 Virginia Avenue, Room 101, Columbia, Mo. 65211
Phone: 573-882-7976 | E-mail: muhrs@missouri.edu

Last updated: Aug. 25, 2016