Student employees must complete Section 1 of the Form I-9 at the time of hire (by the first day the employee starts work for pay) by entering the correct information and signing and dating the form. If the employee enters the information by hand, ensure the employee prints their information clearly.
A preparer and/or translator may help the employee complete Section 1. You are responsible for reviewing the information and ensuring employees (and their preparer/translators, if applicable) fully and properly completed Section 1.
Once Section 1 is completed, the employee should submit Section 1 through the Formstack link and nominate their I-9 Representative. An email will be prompted to the I-9 Representative with instructions for Section 2 completion and document review.
The Student supervisor completes Section 2 of the Form I-9 on behalf of IC. Additionally, students can present to the HR Reception Desk to complete Section 2 with an HR Representative. It is the responsibility of the Student Supervisor to ensure that Section 2 of the Form I-9 is appropriately completed.
Within three (3) business days of the employee’s start date, the I-9 Representative (student supervisor or HR Personnel) and student employee should meet to verify documents for Section 2.
The I-9 Representative should consult the List of Acceptable Documents, ensuring that the documents are original (not photocopies), unexpired, and ensuring that the student is able to choose which documents to use.
The employee can present a List A document or must present a List B and List C. (You cannot tell employees which documents to present.)
Acceptable Documents for Section 2 Verification
See here: 12.0 Acceptable Documents for Verifying Employment Authorization and Identity | USCIS
You must accept any document(s) from the Lists of Acceptable Documents that reasonably appear to be genuine and to relate to the person presenting them. You may terminate an employee who fails to present an acceptable document or documents (or an acceptable receipt for a document) within three (3) business days of the date employment begins. If you fail to properly complete Form I-9, you risk violating section 274A of the INA and are subject to civil money penalties.
Enter the document title, issuing authority, document number, and expiration date (if any) in Section 2 using information from the original documents the employee presented. If you choose to make copies of the documents, you must do so for all employees, regardless of national origin or citizenship status, or you may violate anti-discrimination laws. However, if you participate in E-Verify and the employee presents a U.S. passport, passport card, Permanent Resident Card (also called a Green Card) or Employment Authorization Card, you must retain a copy of it with Form I-9. Return the original documents to your employee. The same person who examined the employee’s documents must also complete the fields in the certification block, then sign and date Section 2.