I-9 Forms to Be Automated

Beginning May 18, 2009, all I-9s (Employment Eligibility Verification Forms) for new hires at the University of Minnesota will be completed online.

This decision was driven by a federal regulation that will require certain federal contractors to electronically verify the employment eligibility of their employees. This verification will be done through the E-Verify program.

The E-Verify program is an Internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees.

By working with a third-party Web site that will tie into the government’s E-Verify program, the University will be in compliance with the regulation and will also create a less labor-intensive and paper-driven I-9 process. In addition, the system will help ensure the accurate, timely completion of I-9 forms.

Using this new online system, the new hire can go into the site any time 24/7 prior to starting his/her job and complete the employee section, similar to the employee section on the paper I-9 form. On the first day of work, the new employee will bring in his/her documentation, and the I-9 administrator for that college or administrative unit will view the employee’s documentation and complete the employer part of the online I-9 form. The completed online I-9 form will then be immediately submitted to the E-Verify database, which will return a result of whether or not the individual is authorized to work. Paper copies will no longer need to be sent to Payroll Services or kept in the department files.

Payroll has identified individuals who are currently performing I-9 administration to get them training and to get them access to the Web site. These I-9 administrators will continue, as in the past, to handle I-9 entry for citizens and permanent residents, while foreign nationals should still be referred centrally to the Job Center or Payroll.

Please do not hesitate to e-mail Laura Negrini, project manager, at negri001@umn.edu if you have any questions or concerns.