Form I-9 Resources
Form I-9 Resources
Rowan University is required by the USCIS to complete an I-9 form for each employee at the university at the time of their hire in order to verify identity and work authorization, regardless of citizenship status. In order to streamline I-9 processes, Rowan utilizes the Equifax I-9 HQ platform to manage I-9s. If you are an administrator that needs access to the Equifax I-9 HQ platform, please email hri9@rowan.edu.
To request an I-9 for a new employee, submit the New Hire I-9 Request Form linked below. A form must be submitted for each new hire you are requesting an I-9 for.
Form I-9 Training & Compliance
The USCIS has put forth specific guidelines regarding Form I-9 compliance that Rowan must abide by. To ensure that Rowan University remains in compliance with federal regulations and guidelines, it is important all individuals responsible for hiring student workers understand the importance of accurate I-9 processing within the Equifax I-9 HQ electronic I-9 system.
All administators requesting access to Equifax I-9 HQ are required to review the below training. This training reviews general I-9 compliance rules for hiring departments as well as how to use the Equifax I-9 HQ system.
The training is a PowerPoint that will download to your browser. If you have any questions or run into any issues, please contact hri9@rowan.edu.
I-9 Compliance & I-9 HQ Training
Compliance Reminders:
Completing the I-9
- Section 1 of the I-9 must be completed by the new hire on or before the first day of work.
- Section 2 of the I-9 must be completed by an authorized representative of Rowan University no later than 3 business days after the new hire's first day of work.
- If an employee is not able to present their documents within three days of the hire date, they are not permitted to work until the I-9 is completed.
Hire Dates
- If a hire date has not been confirmed at the time that you submit the New Hire I-9 Request form, use your best judgement to provide a date you feel will be fairly accurate (i.e. the start of the next pay period).
- If a new hire's start date is delayed or changed in any way, email hri9@rowan.edu to request that the hire date be updated.
- Be sure to verify the accuracy of the hire date listed on the I-9 when completing Section 2 of the I-9. The hire date should always be the date that the new hire starts working.
Handling Documentation
- After you have uploaded copies of the new hire's documents to I-9 HQ, be sure to delete scanned documents from your computer.
- Do not send any copies of student ID documents to HR. HR does not keep these documents on file.
- Do not print out a copy of the completed I-9 and send it to HR. HR does not keep paper copies on file.
- Do not take pictures of documents with your personal cell phone or use your personal email. If you are having scanning issues, please reach out to HR.
I-9s and Student Work Study Forms
- When hiring a student worker, the Student Work Study electronic form is not to be submitted until the I-9 is complete.
- If the student hasn’t worked for the university before, the hire date on the I-9 MUST match the assignment start date listed on the Student Work Study electronic form. Both dates should reflect the day the student will start working.
- This date does NOT need to be the start of the pay period.
Form I-9 FAQs
What documents are acceptable for the I-9?
Please see the below link for a full list of acceptable documents that satisfy I-9 requirements. Note that new hires must present either one document from List A (such as a US Passport) OR one document from List B AND List C (such as a Driver's License and Social Security card).
For questions regarding documentation for international new hires, please contact hri9@rowan.edu.
Is remote I-9 verification available for new hires that are working off-site?
No, I-9s cannot be completed remotely. If your new hire is not local and is unable to make it to campus, please contact hr@rowan.edu or 856-256-4134 to arrange for a reciprocal I-9 to be completed at another university local to the new hire.
Is there any leniency with the Section 2 due date? What if the person who completes I-9s is sick or on vacation?
No. Federal regulations state that Section 2 of the I-9 must be completed within three days of the new hire beginning employment. If you are out of office and unable to complete Section 2 of the I-9 in the allotted timeframe, the new hire will need to either complete the I-9 with Human Resources (or another authorized representative) or delay their start date.
Appointments can be made with HR by emailing hr@rowan.edu or calling 856-256-4134.
What date should the hire date on the I-9 be?
The hire date on the I-9 should reflect the date that the new hire begins working for pay. Note that this date does NOT need to match the start of a pay period.
Do you have to complete a new I-9 if you have a status change (i.e. part-time to full-time)?
No, if there is no break in employment (or the break in employment is less than a year), a new I-9 does not need to be completed.
Can you complete both sections of the I-9 on the same day?
Yes, that is acceptable. As long as Section 1 of the I-9 is completed on or before the first day of work and Section 2 is completed within 3 days of the hire date, the I-9 will remain compliant.
What happens if the I-9 was submitted but the start date has changed?
If the start date changes after the I-9 is completed, please email hri9@rowan.edu so that the I-9 can be updated.
Can we suggest to the new employee what individuals often bring while also providing the full list of acceptable documents?
Yes, you can provide examples of what other students have brought in the past as long as you provide the new hire with the full list of acceptable documents. Please note that you cannot tell a new hire what exact documents to provide (i.e. Driver’s License & Social Security card).
Can I accept a laminated or un-signed SSC for I-9 verification purposes?
Yes, you are able to accept a Social Security card that has not been signed or is laminated.
Questions?
Any questions regarding Form I-9s, compliance, or Equifax I-9 HQ, please do not hesistate to contact any of the below contacts.
HR I-9856-256-4134 |
Sonia BoddenClerk Typist 856-256-4500 ext. 53366 |
Payton ReillyAssistant Supervisor 856-256-5237 |