I-9 and E-Verify

I-9 and E-Verify

I-9

Every new employee is required by federal law to fill out an I-9 form verifying authorization to work in the United States. I-9 compliance has become an increasingly important responsibility for all employers, including UVA. If an employee has not completed the form by the third day of work, employers are subject to civil fines and even criminal prosecution. 

I-9s are completed through Workday.

I-9 Resources

Acceptable documents

Contact immigration@virginia.edu or AskHR@virginia.edu with questions.

Completing Your I-9

You will receive a task in your Workday inbox to complete your I-9. Go to the Actions tab of your Inbox and click on the task to complete your I-9.

Citizenship Definitions and Details

A citizen of the United States: U.S. Citizen

A noncitizen national of the United States: People born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad

A Lawful Permanent Resident: Permanent Resident of the U.S. (You will need your Alien Number or USCIS Number.)

An Alien authorized to work: This box applies to F1, J1, H-1B, EAD, O1, Refugees/Asylees, E3, or TN holders.

  • F1/J1 Holders: You will need your I-94 number and the expiration date from your I20 or DS2019.
  • H-1B, EAD, E3, O1 or TN Holders: You have the option of using your I-94 number or your Alien/USCIS Number, and you will also need to enter the expiration date.
  • Refugee/Asylee: You will need your I-94. In the expiration date, enter n/a since your employment authorization does not expire.

Offsite New Hires

  • Some UVA employees do not physically work at the University and cannot present original documents to a University representative for inspection
  • Federal law permits UVA to seek the services of an authorized representative to carry out I-9 responsibilities on behalf of the University
  • Review the Offsite New Hire Employment Verification (I-9) Instructions

E-Verify

E-Verify, operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), is an online system that verifies employment eligibility based on immigration status for all new hires. It compares information from an employee’s I-9 form to data from DHS and SSA records. Additional E-Verify facts include:

  • E-Verify supplements the I-9 (it does not replace it).
  • E-Verify queries are submitted only after newly-hired employees complete the I-9 within Workday.
  • Federal regulations require employers to conduct E-Verify searches on all employees (currently employed and newly-hired) assigned to work under such federal contracts.
  • If E-Verify cannot instantly verify the employee’s work authorization, the employer or employee may have to take action.

When Do I Use E-Verify?

  • Use E-Verify
    • For all new employees, regardless of national origin or citizenship status
    • Only after employees have been offered and have accepted a job, and have completed the I-9 form

  • Do Not Use E-Verify

    • For applicants (i.e. to prescreen before hiring)

    • To verify some employees and not others

    • To check employment eligibility for current UVA employees (it is only for new hires)

    • To discriminate against employees based on national origin, citizenship status, or for other unlawful reasons (including retaliation for filing EEO complaints, membership in a union, etc.)

  • E-Verify Results

    Possible E-Verify Results are listed below. Talent Support will work together with the employee and I-9 Specialist to handle any result other than “Employment Authorized.”

    • Employment Authorized - All information has passed the E-Verify process.
    • SSA Further Action Notice - The information on the employee’s I-9 did not match the information on file at the Social Security Administration. This does not mean that the employee is unauthorized to work. Mismatches can result if:
      • Citizenship or immigration status was not updated with SSA
      • Name change was not reported to SSA
      • Name, Social Security number, or date of birth is incorrect in SSA records
      • SSA record contains another type of mismatch
      • Information was not entered correctly by employer
      • Information was not entered correctly on the I-9
      • Name, A number, and/or I-94 number does not match with date in DHS records
      • U.S. passport or passport card, driver’s license, or state ID card information could not be verified
      • Information was not updated in the employee’s DHS records
      • Citizenship or immigration status changed
      • Record contains another type of error
      • Information was not entered correctly by the employer
      • Photo Matching: The employee used a U.S. passport, permanent resident card (I-551), or Employment Authorization Document card (I-766, Employment Authorized card). The photo on the document must match the photo that is in the E-Verify database. See more information about Photo Matching.
    • DHS Further Action Notice - The Department of Homeland Security could not verify employment eligibility. This does not mean that the employee is unauthorized to work. Mismatches can result if:
      • Name, Alien Registration Number (A-Number), Form I-94 (Arrival-Departure Record) number, and/or foreign passport number are incorrect in DHS records.
      • U.S. passport, passport card, driver’s license, foreign passport, or state ID card information could not be verified.
      • Information was not updated in DHS records.
      • Citizenship or immigration status changed.
      • Record contains another type of error.
      • Employer did not enter your information correctly.

  • For F-1 OPT-STEM Students

    Use the following information to apply for an extension of the Optional Practical Training period, based on your degree earned in the STEM field (science, technology, engineering, math).

    • Employer name: University of Virginia
    • E-Verify company ID number: 1369322

Questions?

Send an email to AskHR@virginia.edu.

P.O. Box 400127, 2420 Old Ivy Road
Charlottesville, VA 22904-4127
434.243.3344 AskHR@virginia.edu
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