Student I-9 Documentation Process - For Students & Managers

NOTE: Student workers who fail to complete the I-9 Form by the end of their first day of employment, and present IN-PERSON their required I-9 documentation within 3 days of work start date, will lead to termination of employment. This is necessary so that UVA remains in compliance with federal law. 

What is needed from student workers:

• Complete I-9 Form Section 1 in your Workday inbox and submit the task no later than your first day of work. (If you are in the process of obtaining a US SSN, please submit section 1 and once you have received your SSN then contact HR and upload a picture of the SS card into your Worker Documents in Workday).
• Take or scan a picture of your List A or List B AND List C documents and upload them into the Worker Documents section in Workday. (Upload using a computer and not the Mobile app). Acceptable documents are listed on the U.S. Citizenship and Immigration Services website. Please be prepared to upload all work authorization documentation based on your citizenship status. Upload your documents following the attached instructions.
• **IMPORTANT - IN-PERSON PRESENTATION OF DOCUMENTS, the Department of Homeland Security also requires visual inspection of these same documents within 3 days of your start date. Please see below locations where you can present these documents.
• NOTE: Student workers who fail to complete the I-9 Form by the end of their first day of employment, and present IN-PERSON their required I-9 documentation within 3 days of work start date, will lead to termination of employment. This is necessary so that UVA remains in compliance with federal law. 

Upcoming 2024 in-person documentation sessions:

Students may present their documentation at Orientation, or anytime during weekday business hours at the UVA Human Resources Office at 2420 Old Ivy Road, Charlottesville.

Listed below are the on grounds documentation inspection locations, dates, and times for the Fall Semester.

November 2024 | 10 A.M. - 2 P.M.

• Wednesday, November 13 - Aquatic & Fitness Center Lobby
• CANCELLED: Wednesday, November 20

December 2024 | 10 A.M. - 2 P.M.

• Wednesday, December 4 - Aquatic & Fitness Center Lobby
• Wednesday, December 11 - Aquatic & Fitness Center Lobby

What is needed from managers:

As a hiring manager or student hiring representative, please ensure that students are not working in a position until they have been hired in Workday and completed their I-9 process. For example, this means that the students with hire dates of April 18, 2022 should have been hired in Workday BEFORE April 18 so they could complete Part I of the I-9 on/by April 18 and have UVA HR complete Part II by April 21. 

Please encourage student employees:

1. to log into Workday timely to complete their I-9;
2. respond to AskHR emails concerning the I-9 process; and
3. ensure they have met the requirements for documentation within three days.

By following the above example, the University of Virginia will meet Federal I-9 regulations. The information above is provided for your awareness, but also to help clarify the I-9 process and the important role you play in ensuring UVA’s compliance. 

NOTE: Student workers who fail to complete the I-9 Form by the end of their first day of employment, and present IN-PERSON their required I-9 documentation within 3 days of work start date, will lead to termination of employment. This is necessary so that UVA remains in compliance with federal law. The student may be rehired to their position; however, the hiring manager must start the process from the beginning.

Compliance reports in Workday:

Managers have access to the I-9 Compliance Dashboard where they can see information on incomplete I-9s and compliance for their area.

Student Hiring Support team members have access to a report called Incomplete I-9s where they can see information on incomplete I-9s in their area.

Background and additional details:

Near the end of every fiscal year, the Auditor of Public Accounts (APA) performs a payroll and compliance audit on the University of Virginia.  Because UVA is partially funded by the state, we must maintain appropriate records and provide information to APA when requested. For the last two cycles, UVA has been issued an audit finding related to I-9 compliance issues. After review of the findings, it was determined that the root cause of the compliance issues can primarily be tied to student workers. 

The U.S. Citizenship and Immigration Services agency established the Form I-9 in 1986. The form is used to verify identity and employment authorization of individuals hired for employment in the United States. The University of Virginia, because of federal funding, is also mandated to participate in the E-Verify program (managed by the Department of Homeland Security). E-Verify is used to confirm, through the Social Security Administration and Department of Homeland Security, that a new employee has used appropriate documentation for the completion of the I-9 form. 

The I-9 form is two parts: 

• Section 1: Completed by the new employee and per USCIS must be completed by the end of Day 1 of employment. For UVA employees, this is done directly in Workday as part of onboarding. 
• Section 2: Completed by the employer (UVA HR) and requires presentation of appropriate documents by the employee within 3 business days of employment commencing. Section 2 is finalized in Workday through an integration process with E-Verify. During the pandemic, employees were allowed to upload this documentation directly into Workday and UVA HR completed the I-9 (employees were not required to physically present the documents within three days).  However, DHS has advised that the requirement for physical inspection will be back in place on November 1 and employers should begin catching up the backlog of employees who have not yet presented NOW instead of waiting.   

Questions?

Contact AskHR@virginia.edu with the subject line Student I-9 Documentation.