LSU I-9 Hub
What is a Form I-9?
The Form I-9 is used to document the verification of the identity and employment authorization status of individuals hired for employment in the United States.
Who is required to complete a Form I-9?
All employees (including Student Workers, Graduate Assistants, Transients, WAEs, Faculty, Staff, and Classified employees) that are employed at LSU and working in the United States (both paid and unpaid) are required to complete the Form I-9.
Contract workers are not required to complete a Form I-9.
When does the Form I-9 need to be completed by?
Section 1, which is completed by the employee (or a translator or a preparer on behalf of the employee), must be done by the end of their first day of work.
- Example 1: If Cesar begins work on Monday, Section 1 of his Form I-9 must be complete by the end of the day on Monday.
- Example 2: If Cesar begins work on Saturday, Section of his Form I-9 must be complete by the end of the day on Saturday.
Section 2, which is completed by the employer (or an authorized delegate), must be completed within three business days after the employees first day of work. LSU classifies business days as Monday through Friday.
- Example 1: If Cesar begins work on Monday, Section 2 of his Form I-9 must be complete by the end of the day on Thursday.
- Example 2: If Cesar begins work on Thursday, Section 2 of his Form I-9 must be complete by the end of the day on the following Tuesday.
What Happens if we do not meet those deadlines?
Non-compliance of any part of the Form I-9 (whether in tardiness, errors, incompleteness, falsification, etc.) has serious consequences to the University including significant penalties. The penalties range from $110 to $1,100 per violation, meaning that one Form I-9 could result in multiple penalties.
Employees who do not have the Form I-9 completed within the legal time frame, do not have proper authorization to work which could result in the termination of your new employee.
How To: I-9 for New Hires - Section 1
All new employees will receive a task in their Workday inbox for them to complete Section 1 of the Form I-9. Section 1 is where the new employee will provide their name, address, date of birth, social security number, email address (optional), telephone number (optional), and identify their citizenship/immigration status.
Should an employee elect to use a preparer or translator, the Form I-9 will need to be completed on paper and the preparer or translator would complete the information as stated above AND complete the fields at the bottom of Section 1.
How To: I-9 New Hires - Section 2
Once the new employee completes Section 1 in Workday, the HR Analyst or Student Employment Partner will receive the Review Form I-9 task in their inbox.
- The HR Analyst or Student Employment Partner will request verification documents from the new employee. Please note that you are not allowed to request certain documents, nor can you advise the new employee which documents to provide. The new employee should be presented with the list of acceptable documents, as dictated by USCIS, and the new employee must decide which documents to present.
- The employee must physically present the documents to you for verification – photos, scans, video calls, faxes, etc. are unacceptable. The person who examines these documents must be the same person who completes and signs off on Section 2. Upon receipt of the verification documents, examine each original document the employee presents to determine if the document reasonably appears to be genuine and relates to the person presenting it. Do not make copies, take photos, scan, or retain the verification documents.
HOW TO: I-9 Section 3 for Rehires
If a former employee is rehired within 3 years of the completion of their previous Form I-9 with LSU, then Workday will trigger the Complete Form I-9 Section 3 task to be completed by the HR Analyst or Student Employment Partner. The HR Analyst or Student Employment Partner should review the original Form I-9 Section 2 and proceed as follows:
- If the employment authorization is still valid, then the rehired employee does not need to provide any documentation and the HR Analyst or Student Employment Partner should complete Section 3 with the rehire date, any name changes, and sign.
- If the employment authorization has expired or changed, the rehired employee must provide an unexpired employment authorization document to be documented in Section 3.
Do not make copies, take photos, scan, or retain the verification documents.
Who to Contact for Help
Timeliness and accuracy are the building blocks of Form I-9 compliance. If you have any questions regarding Form I-9s, please email or call the Office of Human Resource Management at firstname.lastname@example.org or 225-578-8200.