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FAQs for Completing the I-9

Below are frequently asked questions about all things related to completing the I-9 in-person and remotely.  If you have more questions, please email askHR@northwestern.edu.

General I-9 Account Questions

Why do I need to complete the I-9?

The Form I-9 (Employment Eligibility Verification) is used to verify the identity and employment authorization of individuals (citizens and noncitizens) hired to work in the United States. 

I have completed Section 1 of the I-9 Form online and have not heard from anyone yet. What should I do?

The employee initiates steps to complete Section 2 of the I-9.  Neither the hiring department nor Human Resources receives notifications when Section 1 of the I-9 has been completed.  Visit the Completing Your I-9 Webpage to explore the various ways to complete the I-9.

What happens if I am unable to complete Section 2 of the I-9 by the third day of employment?

Completion of the I-9 by the 3rd business day of employment is the law. If you do not complete the I-9 by the 3rd business day of employment, the University has the right to terminate your employment. 

What should I list as my start date when completing the I-9?

If you are unsure of the start date, please leave that section blank when creating your account because it is not required.   Simply move forward with creating the account and completing Section 1 of the I-9.

Do I need to complete the I-9 if I have done this in the past?

Email Human Resources to confirm if a new I-9 is needed.  There are various factors to consider when determining if an employee (U.S. citizen or Foreign National) needs to complete a new I-9.

I cannot access my account anymore. Please help!

Once Section 2 of the I-9 has been completed, account access is disabled.  If you need to edit the form (i.e., add your SSN, correct dates, document numbers, etc.), please email Human Resources.  A Human Resources team member can reset passwords and provide instructions for employees to make the necessary changes. 

Changes to other pertinent such as your local address can be made in myHR once your paperwork has been processed and access is granted to the system.

Documentation

Which documents do I need to complete my I-9?

Click on the links below to see which documents are required to complete the I-9. 

Can I use scanned copies or a digital version of my documents to complete Section 2 or Section 3 of the I-9?

No.  All employees must have their original documents in hand when completing the I-9 in person or remotely.

Remote I-9 Processing

I uploaded my documents for review to request a remote I-9 appointment but have not heard anything back yet. What do I do?

Human Resources reviews, approves, and facilitates remote I-9 requests as efficiently as we can and in the order requests are received.  Once your documents have been reviewed and approved, you will receive an email notification to provide appointment details (Monday – Friday only) and remote agent information.

I am unable to upload my documents successfully for the remote I-9 process. What should I do?

Please explore the steps below to troubleshoot the issue and then try uploading the document(s) again. 

  • Use Internet Explorer, Microsoft Edge, or Firefox to upload file(s) and submit the form
  • Close and re-open the browser and clear the browsing history if the form does not appear correctly or if there is an attachment error
  • Upload acceptable file types such as pdf, jpeg, and png (HEIC files from iPhones are not viewable)
  • Give the file a simple/short file name
  • Make sure the file size is 4mb or less

Foreign Nationals

I just received my Social Security Number (SSN). What do I need to do?

Notify Human Resources and request access to the Form I-9 so to add your SSN to Section 1. You will receive instructions on how to access your I-9 form.  Copy and paste your credentials from the email to log in under Existing Accounts of the I-9 Service Center.  Once you have completed this task, your account access will be disabled again.  Be sure to notify the Foreign National Tax Team that the I-9 has been updated with the SSN. 

For your protection, avoid sending your SSN via email.  Your legal name and 7-digit student/employee ID# will suffice.

I received an email notification about reverifying my I-9. What does this mean and how do I reverify my I-9?

Reverifying the I-9 means that Section 3 needs to be updated to reflect the newest Work Authorization Expiration (WAE) date based on the newest visa documents that you received (i.e. I-20, DS-2019, EAD card, 797A H1b, etc.).  Bring the new documents to Human Resources and a representative will update your I-9 to extend your WAE date.  Visit the Completing I-9 webpage for details about locations and hours to update your I-9.  Once the I-9 has been updated, no further steps are needed.

My status has changed and I am now a permanent resident. What are the next steps?

Foreign National employees must complete a new I-9 that reflects their new status as a legal permanent resident.  Please create a new account and complete Section 1 of the Form.  This will require the employee to use a different email address and/or username from the one that was associated with a previous I-9.  Visit this page to explore different ways to complete Section 2 of the I-9. 

Once Section 2 has been completed, be sure to inform the Foreign National Tax Team once your I-9 has been completed reflecting your status as a permanent resident.