Integrated Service Center

Work Authorization & Extending Work Authorization

Federal law requires that all new employees fill out USCIS Form I-9 Employment Eligibility Verification to document that they are authorized to work in the United States. It is unlawful for the University to knowingly employ a Foreign National not authorized to work in the United States.

Similarly, the University can only make payments to Foreign Nationals who are legally authorized to be in the United States. It is critical that your scholarship and fellowship payments are taxed appropriately.

Information on the Form I-9

Employment Eligibility Verification is a required form for wage payments; it is not required for scholarship and fellowship payments.

Documents that prove Work Authorization include:

  • Form I-20 for F-1 visa holder
  • Form DS-2019 for J-1 visa holder
  • Form I-797C Notice of Action or Form I-94 with stamp for H-1B visa holder
  • Form I-94 for TN visa holder
  • Employment Authorization Card

Information on document requirements

Completing Form I-9 in Workday 

You file your Form I-9 in Workday.

Follow these steps:

  1. Employee completes Name and Social Security Number in Section 1.
  2. Employee presents documentation to department’s Form I-9 Coordinator.
  3. Department’s Form I-9 Coordinator completes Section 2 of Form I-9.
  4. Employee completes Section 3 of Form I-9 according to visa type:
  5. Leave the Social Security number (SSN) box blank if your SSN is not available at the time of hire.

Instructions on completing Form I-9

Extending Work Authorization

Work Authorization documents have expiration dates. USCIS rules require employers to re-verify Work Authorization on USCIS Form I-9 Employment Eligibility Verification.

These rules also apply to extending Foreign Nationals’ authorization to receive scholarships and fellowships. It is critical that your scholarship and fellowship payments are taxed appropriately.

Advance notice will be provided to you as the process for reviewing or extending dates of employment eligibility can be a lengthy one.

You and your department will receive notifications prior to expiration of your Work Authorization.

You are responsible for initiating the renewal process. Contact International Student Services Office (ISS) or International Scholars Office (ISO) to get started.

Then bring your renewal documents to your department’s Form I-9 Coordinator.

Your department is responsible for verifying your new Work Authorization documents in Workday. Follow these steps:

  1. You complete Name and Social Security Number in Section 1 of Form I-9.
  2. You present documentation to your department’s Form I-9 Coordinator.
  3. Your department’s Form I-9 Coordinator completes Section 3 of Form I-9.
  4. Employee completes Section 3 of Form I-9 according to visa type:

Special rules may apply to the H-1B visa allowing you to work for an additional 240 days from the expiration date of your current Work Authorization if your Work Authorization extension application is pending.

If this exception applies to you, make sure to include a copy of the Form I-797C Notice of Action when submitting your I-9 in Workday.

E-Verify for OPT/STEM Extensions

The University of Washington participates in the E-Verify process.

Only employees who are paid from a federal contract or grant with an E-Verify clause are required to go through the E-Verify process.

The UW Payroll E-Verify account number is 293411. Use this number on OPT/STEM extension forms.