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

IFSS Reference Manual to I-9
The employee must complete Section 1 no later than the first day of hire and the employer must complete Section 2
no later than the third day of employment.
• The employee is to complete all areas of Section 1 of the Form I-9 no later than the first day of
employment.
• The employer is responsible to ensure all required areas in Section 1 are complete. One of three boxes
must be checked. An alien number or admission number must be filled-in whenever the second or third
box is checked (Refer to “Alien and Admission Number” section of this manual). The third block also
requires that the work expiration date be filled-in. NOTE: Certain aliens, such as refugees/asylees, are
authorized to work indefinitely incidental to their status and may not have an expiration date to fill-in
for the bottom box of the attestation block in Section 1. A notation should be included that work
authorization is “indefinite” (Additional information is located in “Receipt Rule” for Refugee and “Other
Issues” for Asylee).
• The employer should review the acceptable document List A or the List B and C documents with the
employee and address questions.
• The employer may not request or require specific documents to complete the I-9 but may explain the
range of documents acceptable in each list. The employer is required to accept presented documents
and determine from these documents if the employee is eligible to work.
• The employer shall complete Section 2 by the end of the third day of employment using the documents
presented by the employee. Record the document title, issuing authority, number, and expiration date
(if any) for all List A, List B, and List C items.
• Employers should note that some employees may be eligible for employment by virtue of holding valid
H-1B status with another employer (Refer to the “H-1B Nonimmigrant Worker” section of this manual
for detailed instructions).
• If not eligible to work, the employee shall be terminated and may not be rehired until such time (s)he
can present acceptable work authorization. An employee in a Leave of Absence is still considered in
active status and is not an appropriate status for an employee who cannot produce valid work
authorization.
• The employer is responsible to ensure Sections 1 and 2 are completed and signed.
• It is recommended that the employer establish a tickler file on each employee with a work authorization
expiration date. (See “Reverification” procedures listed on page 5 of this manual)
• The employing department at the Health Sciences Center must submit the completed Form I-9 to HSC
Human Resources Records, SCB 122. Attach copies of the verifying documentation. Incomplete and
inaccurate forms will be returned to the employing department. Tulsa & Norman employees must
present themselves to Human Resources Payroll & Records and provide original documentation for
review.
• The employer is responsible to ensure the employee does not work until the I-9 has been approved by
Human Resources Payroll & Records.
Acceptable Documents
If a card reasonably appears to be genuine and to relate to the person presenting it, the employer should not dismiss
that employee. However, if a card does not meet this standard, the employer should reject it for I-9 purposes and
ask the individual to produce other acceptable I-9 documentation. In cases where the employee does not
produce acceptable documentation that appears to be genuine and to relate to the individual presenting it,
the employer should not continue to employ the individual.
Documents Removed from Form I-9 List
• Form I-151 is no longer an acceptable List A, item #5 document. However, Form I-551 remains an
acceptable List A, item #5 document.
• Certificate of U.S. Citizenship (List A #2),
• Certificate of Naturalization (List A #3),
• Unexpired Reentry Permit (List A #8) and;
• Unexpired Refugee Travel Document (List A #9).
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