I-9 Services

Form I-9 Acceptable Documents

Employees must provide one or a combination of original, unexpired documents to their employers to show their identity and authorization to work. For types of acceptable documents, refer to the U.S. Citizenship and Immigration Services for the list of Form I-9 acceptable documents. Employees may present either: one selection from List A OR a combination of one selection from List B AND List C.

List A: Documents that establish both identity and employment authorization (e.g. U.S. Passport)

OR

List B and C: Documents that establish identity (e.g. State driver's license) and Documents that establish employment authorization (e.g. Social Security card)

Guidance for Common I-9 Scenarios

Newly Hired Employee and/or Foreign National Employee

The employee must complete Section 1 of their Form I-9 in Workday, then book an appointment via Calendly with AST's I-9 Coordinators. Section 2 is filled out by the I-9 Coordinator as the employee presents their original, unexpired documents in-person unless they are a "remote hire." 

Note: If you are a foreign national employee on an F-1 or J-1 visa, please be sure to bring your passport, I-94, and all certificates related to your visa with you to be verified in-person. For more information about this process, check out the I-9 Journey Map.

Re-hire

For an employee rehired FEWER than three years after completing a Form I-9 in Workday:

Action is not required unless document(s) from previous Form I-9 are expired at the time of review. If your documents are expired, you will need to complete a new Section 1 of Form I-9 in Workday, then book an appointment via Calendly with AST's I-9 Coordinators. Section 2 is filled out by the I-9 Coordinator as the employee presents their original, unexpired documents in-person. 

For an employee rehired MORE than three years after completing a Form I-9 in Workday:

The employee must complete a new Section 1 of Form I-9 in Workday, then book an appointment via Calendly with AST's I-9 Coordinators. Section 2 is filled out by the I-9 Coordinator as the employee presents their original, unexpired documents in-person. 

Remote I-9

A remote I-9 refers to a UW employee whose Work Address in Workday is not one of the UW and/or UW Medical Center campuses.

A Form I-9 is required for all remote employees working within the United States. If you cannot physically make an appointment with us, then you will need to complete this process with an authorized representative (e.g. another College/University or Notary Public) who can act as an agent of the UW to fill out the I-9. This will need to be done as a paper form. If you go to a Notary Public, you are not required to notarize your documents.

Please notify AST’s I-9 Coordinators at teamcas-i9@uw.edu if your new hire needs to complete the remote I-9 process, and we will send your remote hire additional information and the appropriate documents to complete.

Change in Citizenship Status

When an employee’s citizenship status changes, updates need to be made in Workday to both the employee's Personal Information and their Form I-9, per the following steps:

1. Notify AST’s I-9 Coordinators of employee's citizenship status change at teamcas-i9@uw.edu. AST will update the employee's Personal Information to reflect the updated citizenship status, and work with the Employee Workday Help to initiate a new Form I-9. 
2. Employee will complete a new Section 1 of Form I-9 in Workday. To initiate a new Form I-9, type "Complete Form I-9" in the Workday search field. 
3. Book an appointment via Calendly with AST's I-9 Coordinators to review your updated document(s) in-person.

E-Verify

The University of Washington participates in the E-Verify process. Only employees paid from a federal contract or grant with an E-Verify clause are required to go through the E-Verify process. For additional information, please visit the Employee Workday Help's Form I-9 and Work Authorization page.

The UW Payroll E-Verify account number, which can be used on the OPT/STEM extension forms, is 293411.

I-9 Processing Time and Workflows

It takes no more than 10 minutes for AST’s I-9 Coordinators to verify and review I-9 documents in-person after employees complete Section 1 of their Form I-9 in Workday. Employees must book an I-9 verification appointment with AST's I-9 coordinators, or visit us during our drop-in hours that occur during the first two weeks of the fall, winter, and spring quarter to complete this process.

The following workflow image links to a PDF where you can scale to your liking. This workflow is also available in a Word document.