To: Vice Presidents, Deans, Directors, Department Chairs, Business Managers and Administrative Professionals
From: Pulchratia L. Smith, Director of Employee Services
Date: February 6, 2020
RE: New Version of I-9
On Friday, January 31, 2020, the U.S. Citizenship and Immigration Services issued a revised I-9 Employment Eligibility Verification Form. The amended form replaces the current form that expired July 17th 2017. Departments should dispose of all prior versions of the form and begin using the new form immediately. HRS will not accept any of the old forms after February 15th, 2020. The updated I-9 form and instructions are available on the Human Resource Services (HRS) website: https://www.hr.niu.edu/hrs/resources/forms_docs/downloads/i9-form.pdf
Departments are also reminded of the following I-9 requirements:
- Employees are required to complete and sign Section 1 of the I-9 no later than the first day of employment. This section should never be completed prior to the employee accepting the job offer.
- The employer is required to complete Section 2 of the I-9 within 3 business days of the employee’s first day of employment.
- The employer can not specify which documents the employee may present from the List of Acceptable Documents but must accept what is provided if it is included on the list. Additionally, the employer must physically examine each document (with the employee being physically present) to determine if it reasonably appears to be genuine and to relate to your employee presenting it. If you determine the document does not reasonably appear to be genuine and relate to your employee, allow your employee to present other documentation from the Lists of Acceptable Documents.
For new hires that live outside of the DeKalb area, HR can check with other institutions of higher education close to where the new hire is and ask them to process the I-9 paperwork on our behalf. We are a part of a consortium of higher education HR professionals that provides this service. Please work with your designated HR staff member for these situations.
HR will offer I-9 training later in the Spring. Please check your email for training dates.
If you have questions regarding the I-9 form, please contact Noor Harrison at (815) 753-6373 or firstname.lastname@example.org.