Remote I-9 Completion Instructions

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Forms and Resources
I-9 Completion Instructions for Employees (PDF)
I-9 Completion Instructions for Notary (PDF)
I-9 Notary Form (PDF)
I-9 Form
 
Quick Tips

If the new hire will work outside of the UNI worksite at an alternate location, on a regular basis, at least one day a week, an approved agreement must also be attached to the new hire PAF. For more information and to view the Telework policy, see the Telework web page.

 


Contact Information
Tresa Habinck
Clerk III
Human Resource Services
027 Gilchrist

(319) 273-2503

(319) 273-2927, fax
tresa.habinck@uni.edu

Remote Form I-9 Completion Procedure

Hiring departments must ensure that new employees come to the Human Resource Services office to complete the Form I-9 (and other new hire forms) in person, on or before their first day of employment. In cases where new employees are not physically able to report to Human Resource Services on or before their first day of employment, it is the hiring department's responsibility to ensure completion of one of the following Form I-9 remote completion procedures.


Option 1:

  1. Provide the employee with the following forms (paper or electronic):
    1. Remote Form I-9 Completion Instructions for Employees
    2. UNI’s Instructions to the Notary
    3. A blank copy of the I-9 Notary Form
    4. A blank copy of the Form I-9

  2. Instruct the employee to complete Section 1 of the Form I-9 by no later than the close of business on his/her first day of work.

  3. Instruct the employee to take all of the above forms, his/her letter of offer, and his/her original identity/employment eligibility document(s) (as listed on page 9 of the Form I-9) to a Notary Public.
    1. The employee will present his or her original identity/employment eligibility document(s) to the Notary.
    2. The Notary Public will inspect the document(s) and complete Section 2 of the Form I-9. The Notary Public will also complete the Notary Form and affix the notary seal on the Notary Form. This must be completed by no later than close of business on the employee's third day of employment.
    3. If applicable, the employee must pay the Notary Public's fee for services.
    4. The employee must mail the completed Form I-9, completed and notarized Notary Form, and other new-hire paperwork to:
      Human Resource Services, 027 Gilchrist, Cedar Falls, IA 50614-0034.

Option 2:


The College and University Personnel Association for Human Resources (CUPA-HR) has developed a Form I-9 Reciprocal Processing Consortium which is a listing of higher education institutions who are willing to provide reciprocal processing of Form I-9.

  1. Go to http://www.cupahr.org/i9/index.aspx and enter the employee’s zip code. You will see a list of the institutions nearest to that zip code that can assist them in completing their Form I-9. The name and contact information for that institution’s Form I-9 contact will be listed.

  2. Provide the new employee with the blank Form I-9 and the contact information for the reciprocating institution. Instruct the employee to complete Section 1 of the Form I-9 by no later than the close of business on his/her first day of work.

  3. Instruct the new employee to take the Form I-9, his/her letter of offer, and his/her original identity/employment eligibility document(s) (as listed on page 9 of the Form I-9) to the reciprocating institution.

    1. The employee will present his or her original identity/employment eligibility document(s) to the institution contact.
    2. The institution contact will inspect the document(s) and complete Section 2 of the Form I-9. This must be completed by no later than close of business on the employee's third day of employment.
    3. The employee must mail the completed Form I-9 and other new hire paperwork to:
      Human Resource Services, 027 Gilchrist, Cedar Falls, IA 50614-0034.

Additional Notes:

  • If these preferred options are not sufficient to complete Form I-9 and additional options are needed, please call (319) 273-2422.
  • Departments should not carry out Form I-9 responsibilities by means of documents faxed or scanned and emailed by a new employee.
  • Section 2 of Form I-9 must not be completed by the new employee himself/herself.

Completing Other New Hire Paperwork Remotely

The following new hire paperwork needs to be completed and returned with the Form I-9 to Human Resource Services:

  1. Personnel Data Form (PDF)
  2. Federal W-4 (PDF)
  3. State W-4 (PDF)
  4. Direct Deposit Form (PDF)




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Date Updated:September 10, 2013