Form I-9 Reference Manual - University of Oklahoma Human ...

IFSS Reference Manual to I-9
Reverification
Employers must reverify an employee’s work eligibility who has indicated an employment authorization
expiration date in Section 1 and/or who present List A or C documents with an expiration date. The majority of
employees who are not U.S. citizens or permanent residents will have work authorization with an expiration
date. The expiration date will be listed on the I-94, I-797A, I-20, DS-2019 or EAD (Refer to “Immigration
Terminology” section of this manual).
To maintain continuous employment eligibility, an employee with temporary work authorization should apply
for a new work permit at least 90 days prior to the current authorization expiration date. The employer must
receive reverifying documents prior to the work authorization expiration. An employee must present acceptable
documentation or the employer must terminate employment or risk being subject to penalties if the individual is
not in fact authorized to work (Refer to “Other Issue” in this manual).
NOTE: Certain classes of nonimmigrant workers are authorized to continue employment with the same
employer for a period not to exceed 240 days beginning on the date of the expiration. Departments that
have initiated an extension of stay with International Faculty & Staff Services and have not received the
notice of approval should calculate the 240 and note the date in Sections 1 & 2 to clearly reflect this
extension. The update should be initiated and dated (Refer to “Other Issues” in this manual for detailed
information).
Update AND Reverification; I-9 Section 3
If an employee’s name has changed at the same time the employee’s work authorization is expiring, the
employer will update the new name in Block A and reverify employment eligibility in Block C and the signature
block.
If an employee is rehired within three years of the date listed on the originally completed I-9 form and the
employee’s work authorization has expired or is about to expire, the employer will update the rehire date in
Block B and reverify employment eligibility in Block C and the signature block.
Employers should
1. Maintain a tickler file to contact the employee at least 90 days prior to the work authorization expiration
date.
2. Notify the employee that they must provide either a List A or List C document for reverification
purposes. The employee does not need to provide the same document as presented originally. List B
establishes identity and is not required for employment reverification purposes.
3. Examine documents presented and complete Section 2 or 3 within the required period (Refer to
“Employer Responsibilities” section of this manual or the HSC Quick Guide to I-9).
4. Submit completed Form I-9 to Human Resources Records, as required (Refer to the publications on
the Human Resources website).
When the employee does not provide acceptable documentation, the employer must terminate employment or
risk being subject to penalties if the individual is not in fact authorized to work. Employers should not allow
the employee to be placed on a leave of absence, but instead should rehire these individuals once they present
acceptable work authorization (Refer to “Discovering an Unauthorized Employee” under “Other Issues” section of this
manual).
Procedures to Complete the Form I-9
A blank I-9 may be reproduced, provided both sides are copied. The Instructions page must also be available to all
employees completing this form. The form can be sent to the employee with the job offer/appointment letter, but
Section 1 must be verified by the employer at the same time Section 2 is being completed. Departments are
required to establish a consistent procedure in distributing and completing the I-9 form with all employees. I-9
forms are available from the Human Resources website. The I-9 may be completed anytime following the
employee’s acceptance of the job offer.
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