As the employer's representative, the UNL HR professional must:
- Treat all people equally when conducting the I-9 process, particularly when verifying employment authorization and identity. Federal law prohibits employers from discriminating against people based on several factors, including their citizenship or immigration status, or their national origin. Read more about avoiding discrimination in the Form 1-9 process on U.S. Citizenship and Immigration Service (USCIS) website.
- Use the most current version of the Form I-9, which may be completed electronically using the Payroll Services-approved DocuSign form with live video document(s) verification, or in-person, having the employee complete the Form I-9 on paper and verifying the documents in-person. For access to the DocuSign template, contact your Business Center manager.
- UNL's standard process for completion of the Form I-9 is via the DocuSign template and live video document(s) verification. However, employees who do not wish to complete the I-9 via DocuSign and present documents via live video must be granted the option to complete the I-9 and have their document(s) physically examined in-person.
- Make Form I-9 Instructions and List of Acceptable Documents available to the employee when completing the form and when requesting that the employee present documentation to complete Supplement B, Reverification and Rehire (page 4 of Form I-9). When using the Payroll Services-approved DocuSign forms, both of these are linked within the documents. When completing the forms in-person, the HR professional must print them for the employee.
- Ensure that the employee completes Section 1.
- Complete Supplement B, Reverification and Rehire when applicable.
- Leave a field blank if it does not apply and allow employees to leave fields blank in Section 1, where appropriate.
- Retain completed forms and a legible copy of all documents presented by the employee. You are not required to retain or store the page(s) containing the Lists of Acceptable Documents or the instructions for Form I-9.
- Storage options for high risk data, such as Personal Identifiable Information (PII) which is collected on the Form I-9, can be found on the ITS website for Storage Options with Data Classifications.