The I-9 Coordinator plays an important role in the new hire onboarding process. The I-9 Coordinator is required to collect and verify information from new hires in accordance with USCIS guidelines and protocols. Therefore, they must ensure all information collected and submitted has been thoroughly checked and validated.
I-9 Coordinator Responsibilities
Per federal law, Form I-9 must be completed within 3 days of starting work (the start date listed in Workday). The I-9 Coordinator is responsible for ensuring we at UW are in compliance with federal law by coordinating the following actions:
- Collecting I-9 information from new hires/employees with expired I-9s
- Verifying that I-9 information is valid
- Completing Form I-9 – refer to the User Guide for detailed instructions
- Inputting any paper forms collected during the blackout period immediately preceding go-live into Workday
- Ensuring no I-9 documents are missing
- Maintaining an ongoing audit of worker I-9 documents as described below
- Monitoring the status of foreign national documents
- E Verify
I-9 Collection at UW
All workers, including Stipend and PDR workers, are required to complete Form I-9 due to the fact that those employees may move into a UW paid position, and would therefore need an I-9 on file. The only exception is for workers with a job profile of “Unpaid Academic.” If those workers move into paid status, their Academic Partner will receive a “To Do” item in their Workday inbox to initiate the Onboarding process for the employee if necessary, which will include the prompt to complete a Form I-9.
New employees that do not have previous working relationships with UW must complete all sections of Form I-9 in Workday.
- Employees rehired within 3 years of completing a Form I-9 in Workday: only Section 3 is required, I-9 coordinator will be notified in Workday to complete this portion of the form. The Hire will not complete until this step is done by the I-9 Coordinator.
- Rehired employees who previously completed a paper I-9: Complete a new Form I-9 in Workday
- Employee is rehired more than 3 years after completing a Form I-9 in Workday: Complete a new Form I-9 in Workday
Remote Hire Employees
- USCIS Form I-9 is required for remote employees working within the United States
- Another College or University can act as an agent of the UW to fill out the I-9
- Notary Public can be used to fill out the I-9
- Reviewing or examining documents via webcam is not permissible
I-9s and Stipends
The term “stipend” refers to a payment that is made to an individual to support a training or learning experience and not a payment for services rendered (see the UW Finance website for more detail). Stipends may be paid through Procurement, Student Fiscal Services, or Workday depending on the scenario. Any stipends set up in Workday require an I-9 to be completed, however, the form will not be required when paying through those other means.
- Non Student Stipends: Pay through Procurement https://finance.uw.edu/ps/how-to-pay/payments-to-individuals
- Stipend for Students without Benefits: Pay through Student Fiscal Services http://finance.uw.edu/sfs/dept/dschol-guide
- Stipend for Students with Benefits or Non-Resident Differential Waiver: Pay through Workday https://isc.uw.edu/user-guides/hire-graduate-student-fellowshiptraineeship/
Workday I-9 Reports
Reports for Completing an Initial Audit
Worker I-9 Audit for Previous/Current System
The ISC has created the Worker I-9 Audit for Current/Previous System report in Workday to provide you an easy way to review I-9s recorded in Workday and in our legacy systems. Though Workday comes with a number of delivered reports, they will sometimes produce misleading data because they do not account for I-9s collected before Workday go-live.
During the cutover blackout period, new hires completed paper I-9 forms that should have been entered into Workday after go-live. To ensure that all those forms were input and all employee I-9s are accounted for, review the instructions for completing an initial audit: Entering Paper I-9s into Workday
Reports for Regular Monitoring
Onboarding Status Summary
This report provides a summary for workers in various stages in the onboarding process. The report will list the remaining and completed steps (as well as steps not started), and includes an overall completion percentage for all onboarding tasks, including the I-9 completion. We recommend running this report every Tuesday and Thursday to keep an eye on your unit’s recent hires.
Worker I-9 Audit for Previous/Current System
Once an initial audit is complete and all paper forms recorded in Workday, it will remain the responsibility of the I-9 Coordinator to ensure compliance by monitoring whether new employees have completed the I-9 form. We suggest running this report every Tuesday and Thursday to ensure you have a view into the I-9 status of all employees.
- Run the Worker I-9 Audit for Current/Previous System Report with the following parameters:
- Effective Date: Use today’s date
- Hired On or After: Leave blank
- Hired On or Before: Today’s date
- Employee Type: Leave blank
- Worker: Leave blank
- Leave all check boxes checked
- Review your report results.*
- If your report returns no data, then all employees in your unit have completed forms and no further action is needed.
- If workers are returned:
- Look in the Form I-9 Awaiting column to see remaining actions required
- If employee action is needed, tell employee to initiate the I-9 process in Workday in one of two ways:
- Locate the I-9 action item in their inbox
- Manually launch the I-9 process by typing “Complete Form I-9” into the Workday search field
- If I-9 Coordinator Action is needed: Complete Section 2 of the Workday Form I-9 process (refer to the User Guide)
- Choose the appropriate “late reason”
*You can see more detail about each process by selecting the process link and then reviewing the Process tab on the next screen. The process details will help you determine what is holding up the process and who should take action. For example, if the process may appear incomplete if employees have not submitted the To Do “provide I-9 Coordinator with acceptable identification.”