Form I-9 & E-Verify - Human Resources at Ohio State

Form I-9 and E-Verify®

The Office of Human Resources (OHR) coordinates employment eligibility verification for university employees.

Federal law requires employers to verify the employment eligibility and identity of all employees hired to work in the United States. To meet these requirements, Ohio State uses two tools to confirm employment eligibility of newly hired faculty and staff: Form I-9, the I-9 Database and E-Verify®.

  • Employers are required to complete the Form I-9 and Employment Eligibility Verification for each new employee (both citizen and noncitizen). At Ohio State, the Form I-9 is completed in Workday.
  • E-Verify® is an Internet-based system operated by the Department of Homeland Security, U.S. Citizenship and Immigration Services, that allows employers to verify the employment eligibility of employees.

Employers are required to complete the Employment Eligibility Verification (Form I-9) for each new employee (both citizen and noncitizen). Both employees and employers must complete the Form I-9 in Workday.

Resources

What is the Remote Form I-9 in Workday?

The remote form I-9 in Workday is functionality that allows an individual other than an Ohio State Human Resources representative to complete the Form I-9 on behalf of Ohio State.

Who can use the remote Form I-9 functionality in Workday?

Workday has certain rules that will determine who receives the remote Form I-9 task in their onboarding.  These groups are:

  • Those with a Remote Location listed as their work location
  • Special Duty Officers with Administration and Planning
  • Extension Office Employees – employees who are working at the extension offices/satellite locations (not regional campuses)

When is the remote Form I-9 functionality used?

Workday will determine when the remote Form I-9 functionality is used.  In all the instances listed above, the remote Form I-9 functionality will launch as part of an employee’s onboarding.

Why is the remote Form I-9 functionality being used?

The remote Form I-9 functionality allows Ohio State to meet the federal requirements of completing the Form I-9 by reviewing physical documentation within three business days of the start date of employment for all employees without the employee having to travel to Ohio State’s Columbus campus.

What do I do if I have been asked to be a reviewer?

If an employee has asked you to complete the Form I-9, you will receive an email from Myworkday@osu.edu with a link to access the Form I-9.  You will need to review the documentation presented by the employee from the List of Acceptable Documents no later than three days after the start date of their employment.  For example, if the employee starts on a Monday, the Form I-9 must be completed on or before Thursday of that week. The start date is available to the employee in their offer letter.

The employee can present a List A document OR a List B AND List C document.  You will record the documentation provided by following the prompts in Workday when you click the link from the email.  You will be asked to attach copies of any documentation provided to the Form I-9.  If the employee presents a List A document, please attach copies of the front and back of the document presented.  In the case of a U.S. Passport, please attach a copy of the biographical page and the barcode page at the back.

What should I do if I am an employee working remotely but have been asked to come to the Columbus campus to complete my Form I-9?

Please contact your recruiter if you feel you should be able to complete the Form I-9 remotely.

E-Verify® is an Internet-based system operated by the Department of Homeland Security, U.S. Citizenship and Immigration Services that allows employers to verify the employment eligibility of employees.

E-Verify® is currently the best means available for employers to electronically verify the employment eligibility of their newly hired employees. E-Verify® virtually eliminates Social Security mismatch letters, improves the accuracy of wage and tax reporting, protects jobs for authorized U.S. workers and helps U.S. employers maintain a legal workforce.

E-Verify® Identification Number (ID Number)

There are occasions when a student employee on Optional Practical Training is asked to confirm to the U.S. Department of Homeland Security that The Ohio State University is a participating employer in E-Verify®. The E-Verify® information for Ohio State is:

  • Company Name: The Ohio State University
  • E-Verify® Company Identification Number: 317601

Resources

E-Verify® Participation and the Department of Justice, Office of Special Counsel Right to Work posters must be displayed in English and Spanish by participating employers to inform their current and prospective employees of their legal rights and protections. E-Verify® is a registered trademark of the U.S. Department of Homeland Security. Learn more about E-Verify® at www.dhs.gov/E-Verify.

Form I-9 & E-Verify® FAQ

Section 1 can be completed before employment (only after an offer of employment has been accepted) or no later than the first day of employment. Section 2 of Forms I-9 must be fully completed, by the employee presenting acceptable documents, within three business days after the employee begins working for pay. For example, if the employee began working on Monday then the Form I-9 must be completed by Thursday.

Yes. An E-Verify® case is considered late if submission happens later than the third business day after the employee’s first day of employment.

Ohio State’s Form I-9 retention scheduled dictates that we must retain the Form I-9 for three years after the date of termination. For example, if an employee was hired on January 1, 2008, and was terminated on March 1, 2009, we would have to retain the Form I-9 until March 1, 2012. This schedule differs from the information within the USCIS Handbook for Employers due to the OnBase module. All electronic and paper Form I-9s should follow the General Records Retention Schedule.

For employees who do not yet have a Social Security Number, their Form I-9 information cannot run through E-Verify®. Units should complete the Form I-9 process with the employee and send it back to the employee in Workday. Once the employee receives his or her Social Security Number, the employee will enter their SSN in Section 1 in Workday and it will be submitted to E-Verify®.

The Office of Human Resources will contact employees and provide steps necessary to contest and resolve an E-Verify® Tentative Nonconfirmation. HR Professionals from the employing unit may be called upon to assist in reaching an employee.

No. The Form I-9 is not required for employees working outside of the United States. Employees working outside the United States are also exempt from E-Verify®.