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