I-9 and E-Verify Remote Verification

As we swiftly adapt to doing business remotely and the closure of the University Services Building, Workforce Systems is encouraging the use of encryption technology to facilitate the Form I-9 and E-Verify processes.

Further information on these procedures are described in more detail below.

Form I-9

The U.S. Department of Homeland Security (DHS) announced that in cases where new employees are working remotely due to COVID-19, it will defer the requirement for employers to review Form I-9 documents in-person.

As a result, Workforce Systems is implementing the following procedures:

1. When initiating the MSS New Hire Request, select “No” to the Remote Hire question, this will trigger the MSS Form I-9 for the employee to complete Section 1.
    
2. The Department I-9 Approver must complete Section 2 of MSS Form I-9 in UAccess Employee within three business days from the date of hire, including the following steps:
   • Inspect the employee’s I-9 documents (identity and employment-eligibility) over video conference, fax, or encrypted email.
   • Obtain copies of the employee’s I-9 documents.*
   • Write “COVID-19” in the Additional Information field of the Form I-9.
   • Attach copies of the I-9 documents to the MSS New Hire transaction.
      
3. Once the employee returns to the workplace or normal business operations resume, the I-9 Approver must:
   • Conduct an in-person verification of the original identity and employment-eligibility documentation within three business days.
   • Contact Workforce Systems to push back the MSS Form I-9 in order to note “documents physically examined” with the date of inspection in the Additional Information field of Form I-9.

*Because the documentation may include regulated personal information (such as SSN, driver’s license), encrypted emails are advised. For more information on encryption, see our Form I-9 and E-Verify Remote Verification Procedures Quick Reference Guide.

E-Verify

• Employers are still required to create cases for their new hires within three business days from the date of hire.
   
• Employers must use the hire date from the employee’s Form I-9 when creating the E-Verify case. If case creation is delayed due to COVID-19 precautions, select “Other” from the drop-down list and enter “COVID-19” as the specific reason.
   
• Attach a copy of the E-Verify confirmation to the MSS New Hire transaction.

As a reminder, employers may not take any adverse action against an employee because the E-Verify case is in an interim case status, including while the employee’s case is in an extended interim case status.

We hope everyone is staying safe and healthy. We appreciate all that you are doing to keep the business of the University moving forward and adapting to each new challenge.