I-9 Form Introduced January 2017

The New I-9 Form (dated 11/14/16) is Now Required Please discard any old forms that you have in your office A new PDF Fillable Form is available. Using this version will help avoid some common errors Please use the electronic form if possible

A New Hire is: Anyone who has never worked at any OSU location Faculty or Staff with a break in service of more than 30 days Temporary Employee or Student Worker with a break in service of more than six months

The I-9 should be completed on the first day of work or before The first date of employment on the I-9 should match the E-Verify Date and the hire date on the E-PAF

Filling Out the New Form There is a 15-page instruction book that MUST be accessible to the employee either via a link to the electronic form or on paper. No field may be left blank. “N/A” should be entered anywhere that previously would have not been filled out. The PDF fillable form will pre-fill most of these fields for you.

Reminder Each section of the form is signed under penalty of perjury by either the employee or the employer. Errors should be crossed out and corrections initialed. No correction fluid can be used. OSU Human Resources cannot change the form in any way.

Section 1 – Employee Information Reminder—name on form should match the documentation. Address needs a physical location. No Post Office boxes are allowed. New—Other LAST names used, rather than other names used field

Section 1 – Employee Information If you helped the employee fill out the form, you must fill out the attestation statement. New—one of the Preparer / Translator boxes must be checked.

Section 2 – Department Responsibility Fillable PDF form will autofill the top section. If using a paper form, copy the name exactly from Section 1. Citizen/Immigration Status will be a 1, 2, 3 or 4, corresponding to the box checked in Section 1.

Section 2 - Documents Original documents only (other than a certified copy of a birth certificate). One document from List A OR one List B AND one List C. List B items must have a photo. Page 3 of the form lists the most common acceptable documents and the instruction book lists many other less common documents. REMINDER – all blank boxes must have “N/A”

Section 2 - Documents The employer may NOT specify which documents to provide. We CANNOT require a Social Security Card for I-9 purposes, but it is required for Payroll set up. Do not request or accept more documentation than is required.

Section 3 At this time, only ISS is utilizing Section 3 of the I-9 form.

Resources U.S. Citizenship and Immigration Services Human Resources USCIS.gov Human Resources newhires@okstate.edu Rachel 744-5161, Amanda 744-2910, Liz 744-5448 International Students and Scholars Linda Dunbar Garmy 744-5459

Forms Federal Government https://www.uscis.gov/i-9 Human Resources http://hr.okstate.edu/hr/new-hire-info