UW Payroll Form I9 Policy
All new and returning employees are required to fill out a Form I-9. Section 1 of the form is to be completed by the employee; all other sections are completed and submitted by the appropriate person in your department.
The UW Form I-9 Policy
All Form I-9s must comply with Department of Homeland Security USCIS rules and be completed within 3 business days of the first day of work, then forwarded to the UW Payroll Office as soon as possible. Incomplete paperwork will be returned to the department Payroll Coordinator for correction.
The UW Payroll Office will run a report that includes U.S. Citizens and Foreign Nationals after each payroll cutoff to determine which employees do not have I-9 paperwork on file. Departments will be notified by email about missing paperwork and will be required to submit the Form I-9 and any additional paperwork for Foreign National employees as soon as possible. Payroll Coordinators will receive the Missing I-9 Notification about 1-2 business days after final cutoff. If the employee appears on the report again after the following cutoff, their information will be forwarded to Human Resources for termination.
Remote Hire Employees
As employees continue to work in locations other than on or near one of the UW campuses, it can often be difficult to process a Form I9 for a new hire. Anyone completing Section 2 of a Form I9 must review and verify the original documents that establish identity and employment authorization of the perspective employee. There are 2 ways to handle employees that work remotely:
- One option is to have the perspective employee visit another college or university that is in their location who is willing to act as an agent for the UW. Most institutions are willing to provide this service.
- If the above option is not available, then it is acceptable for a Notary Public to complete Section 2 of the Form I9. There is also a Remote Hire Notary Request Form available for use. See the instructions for the Remote Hire Request Form.