Send the employee the I-9 via DocuSign; see Instructions for Using DocuSign Template for Form I-9. The Instructions for Form I-9, Employment Eligibility Verification and list of Form I-9 Acceptable Documents are provided as links on the form, however, you may still want to email them to the employee ahead of time.
Important
- If the employee is a NRA and has applied for a SSN but hasn't received it yet, use the DocuSign Form I-9 template for those with no SSN, titled "UNL Form I-9 (No SSN)." In that template, the SSN field is marked "optional" so it can be left blank. Then follow the instructions in NRAs Without a Social Security Number section of the NRA manual for guidance once the employee receives their SSN and card.
- Ask the employee to be mindful in keeping their attachment sizes (total) to 5MB or less.
- The name and email address of the authorized UNL Human Resources professional must be the name of the person who will complete both the live video document verification and the I-9 Section 2. Employer Review and Verification and cannot be a shared/department name and/or email address; it must be an individual’s name and email address.
- After the employee has completed the required fields and attachments, click the Review Document button in the email received from DocuSign.
- Review the completed I-9 Section 1 and the attached copies of the documents. Do not complete Section 2. Employer Review and Verification yet.
- If there are any errors and/or the employee did not provide acceptable documents, Void the DocuSign envelope. You will need to send a new DocuSign I-9 for the employee to complete.
- If there are no noted errors and the document(s) attached (front and back, if the document is two-sided) are acceptable, schedule a live video interaction with the employee via Zoom, Teams, or another video collaboration tool.
- Conduct the live video interaction with the employee to ensure that the documentation provided reasonably appears to be genuine and related to the individual. During the live video interaction, the employee must present the same documents they previously submitted copies of via DocuSign. NOTE: The live video interaction does not need to be recorded or retained.
- Do not proceed to step 6 if the documents do not appear to be genuine and related to the individual, the employee is unable to present the same documents that they submitted via DocuSign, and/or they do not appear in-person in the live video interaction.
- Return to the DocuSign I-9 (through your DocuSign dashboard or by clicking the Review Document in the email) and complete Section 2 of the document. You must also check the box on the form to indicate that you used an alternative procedure to examine documents. On the I-9, "alternative procedure" is referring to the examination of documents in a live video interaction, rather than in-person.
- Once the employer section is completed, both the employee and HR Representative will receive a completed copy of the I-9 via DocuSign.
- The completed I-9 must be retained electronically and submitted to Payroll Services.