New Hire

Employee will complete Section 1, and Payroll Services Rep will complete Section 2 of form I-9. An employer cannot compel an employee to show specific documents when completing the I-9 Employment Eligibility Verification form, however, following is a list of documents for certain visa types that will satisfy both the identity and employment authorization requirements of the I-9 regulation.

International student and nonstudent employees can complete their I-9 and tax documents at Payroll Services in the West Bank Office building, or at the Job Center in the Donhowe building on the East Bank campus.

If they don't already have a social security number, the international employees should apply for a number with the Social Security Administration before completing the I-9 process at the Job Center or Payroll Services. See Social Security Number Requirements for more information about applying for a social security number.

F-1 Student

• Valid, unexpired passport (If from Canada, a drivers license is acceptable)
• I-94

• I-20 stamped by Immigration & issued for U of M, or:

  1. I-20 indicating transfer to U of M (If ISSS sign-off date is within 15 days of semester begin date, then semester start date can be employment date), or
  2. I-20 indicating "curricular practical training" shown on back of I-20.
  3. Optional or post-completion practical training shown on USCIS (U.S. Citizenship and Immigration Services) issued I-766 or I-688B card (passport and I-94 not required with I-688B, or I-766 EAD card)
  4. USCIS issued I-688B card with no restrictions. (passport and I-94 not required with I-688B or I-766 EAD card)

J-1 Student or Scholar

• Valid, unexpired passport (If from Canada, a drivers license is acceptable)
• I-94

• DS-2019 stamped by Immigration & issued for U of M, or:

  1. DS-2019 indicating sponsorship transferred to U of M. Sign off dates MUST be prior to effective begin date of DS-2019.
  2. DS-2019, issued from University or Minnesota or another institution, indicating academic training has been granted. MUST be accompanied by a letter from the sponsor

H-1B Temporary Professional

New to H-1b status:

1. Valid, unexpired passport, I-94, and
2. Approval Letter showing U of M as petitioner (employer).

Current H-1b changing employer to U of M:

1. Valid, unexpired passport, I-94 for current employer, and
2. Receipt from Immigration showing application for employer change to U of M.
3. When Immigration approval letter with U of M as petitioner is received, the alien must return to Payroll Services to show the approval letter for I-9 purposes.

TN - Trade NAFTA Visa Holder

From Canada:

1. Identity document (e.g., Driver's License, Valid, unexpired Passport)
2. I-94, and Invitation Letter from U of M.

From Mexico:

1. Valid, unexpired Passport
2. I-94, and Invitation Letter from U of M

J-2 Visa Holder, other employment authorization & Immigrant or Permanent Residence Status

J-2 and other employment authorization (e.g., Residency pending or application for Asylum):

• Immigration issued I-688B card

Immigrant (Resident alien):

• Alien Registration card (I-551, Green card),
• Passport with Stamp "Processed for Temporary Evidence of Lawful Admission for Permanent Residence, Valid Until _________(date) employment authorized", or
• Identity document (e.g., drivers license) and unrestricted Social Security card.

Extensions & Changes in Status

How the original I-9 was completed will determine how the Payroll Services/Job Center Representative and Coordinate campuses completes the Online I-9 reverification. If the original I-9 was completed prior to the Online I-9 system (before May 18, 2009), then follow these simple instructions when verifying current employees’ extensions and changes in status:

• Current employee Reverification – Original Prior to Online System (pdf)

If the original I-9 was completed using the Online I-9 system, the Payroll Services/Job Center Representative and Coordinate campuses will follow the Reverification Due instructions on the Online I-9 system:

• Reverification Due – Online I-9 System (pdf)

The documentation for the extension or change in status is explained below.

Passport

• A passport that is allowed to expire, or lapse, will not affect the person's employment eligibility for I-9 purposes. This information will be used to update PeopleSoft only and will not cause the person's I-9 status to expire.

DS-2019

• Employment expires when DS-2019 expires.
• If extended prior to expiration date, then there is no break in service.
• If extended after the current DS-2019 expiration date, the start date becomes the date the sponsor signed off on the form, not the begin date of the new DS-2019.

I-20

• If the expected date to complete studies has expired, must be issued new I-20 to continue employment.

• Receiving Practical Training:

  • If curricular, noted on back of 1-20.
  • If Optional, will show recommendation on back of I20, but receive EAD card (either I-766 or I-688b card) from Immigration approving work authorization.

H-1B

• If extension application sent to Immigration prior to H-1b expiration, with receipt from Immigration, can remain on Payroll for 120 days, pending Immigration approval.
• Must come back to Payroll when Notice of Approval is received.
• If change in status to H-1b (e.g., F-1 Student to H-1b visa holder), must show both Approval Notice (I-757), and I-94 (attached to approval). If Immigration does not approve the change in status to H-1b by the expiration date of the current status, there will be a break in service pending the H-1b approval.
• If change in status to Permanent Resident , need documentation showing permanent residency has been granted (Alien Registration card, Temporary Evidence stamped in passport).

Other Employment Authorization Extension:

• J-2 extension of employment dates with I-688B card - must present Immigration extended EAD card (I-688B) to continue to be employment authorized. There is no grace period.
• I-688B Employment Authorization (e.g., Residency Pending, application for Asylum) - same rules as for J-2 extension.

For more detailed information on work options, see International Student and Scholar Services.

For I-9 questions or more detailed information, contact I-9@umn.edu.