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 three 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 Employment Eligibility Verification (Form I-9) for each new employee (both citizen and noncitizen).
  • The I-9 Database (I9Db) is a university web-based application that captures information from the Form I-9 to verify employment eligibility.
  • 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.

Resources

The I-9 Database (I9Db) is a university web-based application that captures employee information from the Form I-9 to complete employment eligibility and verification in E-Verify.

How to Request I9Db Access – HRPs

Human Resources Professionals access to the I9Db is granted according to the HR Roster, a database maintained by SHRPs that captures staff across the university who complete HR-related work.

Please partner with your SHRP to ensure you and/or your team are included in the HR Roster for your college or unit, and that staffing changes (new hires or departing team members) are reflected in the HR Roster.

How to Request I9Db Access – Non-HRPs

Non-Human Resources Professionals should email HR-BackgroundChecks@osu.edu and provide the following information:

  • First and Last name
  • Employee ID Number
  • Name(s) of the department to grant I9Db access to employee I9Db profiles

Please allow one to two business days for your request to process. Additional approval from the unit(s) SHRP may be requested by the Background Check team. You will receive a confirmation email when access has been granted.

How to Remove I9Db Access – HRPs

Human Resources Professionals who terminate from the university and/or transfer to non HR-related work I9Db access will automatically be removed according to the HR-Roster. If I9Db access needs to be removed for any other reason, please email HR-BackgroundChecks@osu.edu.

How to Remove I9Db Access – Non-HRPs

Please email HR-BackgroundChecks@osu.edu if your I9Db access should be removed. Human Resources Professionals can also request that I9Db access be removed on behalf of their employees.

I-9 Database Training

An enhanced I9Db was introduced to the Ohio State human resources community on August 16, 2016. The redesigned database streamlined the employment verification process, leading to improved efficiencies and user experience. Comprehensive trainings were provided to all I9Db users.

If you and/or your team would like additional Form I-9 or I9Db training, please email HR-BackgroundChecks@osu.edu.

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.

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. Forms I-9 must be fully completed 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. Therefore, they do not have to be entered into the I9Db until a permanent Social Security Number is issued. Units should complete the Form I-9 process with the employee and wait to enter the Form I-9 information into the I9DB. Once the employee receives his or her Social Security Number, the unit should enter the Form I-9 information into I9Db and submit 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.