Remote I-9 Completion

The University of Oregon sometimes hires employees who will not be physically working at one of our campus locations or are unable to be on campus by their first day of work.  In these situations, the remote I-9 completion process must be used in order to comply with the Form I-9 deadlines.

The US Citizenship and Immigration Services (USCIS) requires that:

  • Employees complete Section 1 of the Employment Eligibility Verification Form I-9 any time after they have accepted a position with the university but no later than their hire date.
  • Employers or Authorized Representatives verifies the new hires I-9 documents and completes Section 2 of the Employment Eligibility Verification Form I-9 no later than three business days from the hire date.

Note:  The remote I-9 completion process can only be used for US Citizens and US Residents.  International employees won’t have the required paperwork until they arrive in the US.

Who is an Authorized Representative?

A Human Resource or Payroll Professional, or Notary who has been authorized to act on the university’s behalf to:

  • Review Form I-9 Section 1 for completeness.
  • Physically examine and photocopy all I-9 documents presented by the new employee.
  • Complete Form I-9 Section 2, which includes recording the employee’s first day of work with the UO.

The department should help the new hire locate an Authorized Representative when possible. UO Human Resources can help locate institutions near the new hire that can assist them with completing the Form I-9 through CUPA’s I-9 Reciprocal Processing Consortium. 

Contact HR at 6-3159 or hrinfo@uoregon.edu for assistance locating a representative in the new employee's area, or do a search by zip code here: https://www.cupahr.org/knowledge-center/I-9-consortium/search/ 

If a local institution can't be located on CUPA's site, then a notary can be an authorized representative by completing the Letter to the Designated Authorized Representative

*IMPORTANT STATE RESTRICTIONS ON NOTARIES: 

  • In the state of California, notaries who are not qualified and bonded as immigration consultants under Business and Professions Code Sections 22440-22449, may not complete or make the certification on Form I-9, even in a non-notarial capacity.
  • In the state of Texas, notaries are not authorized to certify a Form I-9.

*IMPORTANT STATES THAT REQUIRE E-VERIFY:

  • Alabama, Arizona, Florida, Georgia, Idaho, Indiana, Louisiana, Michigan, Minnesota, Mississippi, Missouri, Nebraska, North Carolina, Oklahoma, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Virginia and West Virginia, Washington counties and cities as follows all require the use of E-Verify when completing the I-9:
    • WA Counties: Clark, Cowlitz, Lewis, Pierce, Whatcom
    • WA Cities: Hoquiam, Lakewood, Woodland
  • Using E-Verify is in addition to, not instead of, completing the I-9.
  • The list of CUPA participants from HR Info should include employers already using E-Verify in any state for which it is mandated.
  • You can also find participating E-Verify employers here: https://www.e-verify.gov/participating-employer-view

The hiring department should provide the following to the new hire:

Once the I-9 is complete, the employee should then send the completed form along with a copy of the document(s) used back to the department, as indicated in the Instructions for the Employee letter. When the department sends the above links to the employee, they should also include a method for returning the documents in the email so the employee knows how to return the completed I-9.

DEPARTMENT Submission instructions for the completed I-9, combined with any other necessary hire documents: Payroll Document Submission